Unit Coordinator

6 months ago

London, United Kingdom Cleantech People Full time

**What's involved with this role**:
**Job Ref: Hackney RQ1180921**

**_Enhanced DBS disclosure is listed as a requirement for this role_**

The team requires a Unit Coordinator / Administrator for the Children and Young People’s Service to provide administrative support to the team.

You will set up and maintain systems and processes to enable the smooth running of the social work unit, ensuring that the work of the unit is co-ordinated and well organised.

In this role you will act as a first point of contact for enquiries to the unit, some of which may be complex and/or contentious, from other staff, members of the public, or other agencies. You will answer queries where possible, and take messages for members of the unit or direct the caller to another source of help.

Additionally, you will take and produce minutes of other professional meetings, some of which may be at other venues, including families’ homes. Previous experience of Minute taking is essential.

**Key Responsibilities**:

- To take phone calls or receive office visits from children and families known to the unit, dealing sensitively with families who may be in distress.
- To ensure diaries and appointments for members of the unit are co-ordinated and accessible.
- To organise meetings and arrange venues for members of the unit and maintain follow up and bring forward systems to alert members to forthcoming meetings and appointments.
- To maintain systems of key statutory requirements for children as directed by the Consultant Social Worker/Practice Development Manager, for example child protection visits, children’s reviews etc., ensuring that members of the unit are aware of due dates in advance.
- To service the weekly case planning meeting ensuring papers are prepared, relevant professionals are invited to specific case discussions and accurate records are kept for each child discussed.
- To take minutes of other professional meetings, some of which may be at other venues, including families’ homes.
- To be aware of children’s and families’ circumstances and to keep up to date on developments within cases, in order to be equipped to answer queries from children, families, staff or other agencies as directed by the Consultant Social Worker/Practice Development Manager.
- To collect and aggregate management information about the work of the unit and produce regular reports as directed by the Consultant Social Worker/Practice Development Manager.
- To ensure financial payments to families are efficiently managed. To raise purchase orders (paper and electronic) as requested and ensure appropriate authorisation for payments. To implement and operate procedures relating to financial matters in accordance with the Council’s procedures and to ensure all transactions are authorised and recorded e.g. travel warrants, local orders, petty cash, vouchers.
- To be accountable to members of the social work unit for the maintenance of confidentiality, understanding that the work undertaken by the unit will be of a sensitive nature and must not be discussed or disclosed to any other officers without prior agreement.
- To assist in the preparation of reports and briefing papers on a wide range of issues for members of the unit as directed by the Consultant Social Worker/Practice Development Manager.
- To set up systems and protocols to ensure back up cover can maintain a full service at all times in order to ensure cover arrangements for members of the unit who are not in the office, for example, annual leave, vacancies, sickness etc.
- To ensure that all paper correspondence received is date stamped then stored electronically. Ensure that all correspondence sent out is accurate and drafted to a high standard. To ensure that letters, including complaints, are responded to within reasonable timescales, supporting members of the unit to complete these tasks.
- To draft routine correspondence, for example letters to housing or health agencies, as directed by members of the social work unit.
- To manage office stationery stock and equipment including maintenance, reporting faults and where necessary organise replacements, ordering items as necessary, ensuring that members of the unit have access to that which they need and request

**To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF.**

**_If you are successful in securing this role, please note that for the entire duration of this contract, regardless of extension you will be working this role at the PAYE rate that has been advertised. For absolute clarity, we only work on a PAYE basis, rather than entertaining umbrella pay terms, we do not offer Ltd/umbrella or outside IR35 rates. If you wish to understand PAYE vs Umbrella more, please let us know and we can send you some additional information for clarity._**

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