Service Coordinator

2 weeks ago

Birkenhead, United Kingdom Wirral Multicultural Organisation Full time

**YOUR ROLE **Service Coordinator **RESPONSIBLE TO **Chief Executive Officer
(Administration, Translation and (CEO) Interpretation Service

**YOUR BASE **WMO Centre (111 Conway **SALARY **£ 12.50 per hour
Street, Birkenhead, CH41 4AF

**YOUR HOURS OF **37.5 hrs. per week **YOUR DAYS OF **Mon -Fri
- **Main purpose of the role**:
To oversee the administration department within WMO and coordinate a range of key support services, activities and functions including, smooth running of the translation and interpretation department, managing a very busy office and administration and caretaking team, and volunteers. The role will involve ensuring effective administrative, reception and operational support to management team and assist in marketing services via the WMO website and other social media platforms under the direction of management.
The post holder will also be responsible for supporting the administrative element of the Centres HR function and delivery of health and safety plans and act as a key point of contact for suppliers.

**Main responsibilities**
- To provide general administration support to management, managing a very busy office to ensure smooth and effective day to day running of the centre its main office, reception and all related services and activities.
- To coordinate administration work streams and including supervision of administration and caretaking staff, delegating tasks accordingly across the team.
- To provide administrative support to management to deliver a range of effective human resource functions.
- To provide administrative support to management to deliver safe and effective health and safety plans and policies and ensure safe delivery of centre services and activities.
- To coordinate the effective day to day running of the Translation and interpretation service, managing bookings and producing regular performance reports to management.

**Specific Duties**

**Administration**
- Provide administrative support to management team for the day to day running of the Centre offices its services and projects, this will include typing documents, sending communications, managing diaries, administering meetings, note taking and for related centre business and activities.
- Provide day to day supervision of administration and caretaking staff, including appraisals and personal development and training plans.
- Provide general administrative support for arranging internal and external meetings, including typing documents, sending invitations and preparing and copying meeting papers.
- Maintaining effective filing and document management systems.
- Supervise receiving and processing of incoming and outgoing mail
- Oversee stationery ordering, and stock control, including record keeping.
- Coordinate room bookings and supervise staff to ensure rooms and events are set up correctly.
- Undertake routine data collection and reporting to support audit functions.
- Typing general documents to deliver and promote the work of WMO and it service objectives.

**Translation & Interpretation Service Coordinator**
- Overall coordination and administration of the day to day operation of the very busy translation and interpretation service.
- Electronically logging booking requests for language support using WMO data base.
- Day to day Liaison with interpreters, clients and service users to arrange and monitor appointment activity.
- Routine recording and reporting of service activity.
- Day to day liaison with a pool of interpreters, and clients to ensure timely and effective appointments
- Responding to queries regarding the service and acting as the first point of contact for complaints and compliments.
- Provision of monthly performance reports to management
- Safe management, storage and updating of service documents including interpreter information.

**HR Support**
- Providing administration support for the delivery of Centre HR functions including pre and post recruitment, and training activities. Arranging Interview and progressing recruitment checks
- Updating staff annual leave/ absence and training records and maintain the HR database.
- Administration support for monthly staff meetings.

**Health & Safety**
- Coordinate Centre repairs and maintenance, including delivery of premises action plan and report on progress to management.
- Supervision of all health and safety checks including regular fire alarm testing.
- Responsible for implementing of H&S plans and policies with management support and liaison with H & S advisors, including updating risk assessments as directed and providing support for annual audit.
- Act as key contact point for suppliers and contractors and maintain compliance records.

**Person Specification**

**EDUCATION/TRAINING Essential Desirable**

Educated to GCSE level or equivalent with grade C or above in English and
Maths and or equivalent.
Level three in business administration or equivalent ( or working towards )
- **EXPERIENCE OF**:
Experience of working in a

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