Role Profile

Job Title: Our Space Facilitator

Team: Employment Services

Reports To: Employment Services Manager

Period of Post: Permanent

Location: Primarily based in Symington.

Hours of Work: Usually 35 hours per week. Additional hours may be required to be worked in order to meet the needs of the service.

Salary Scale: The salary scale for the post is:

Point 19 £18,441 Point 20 £18,936 Point 21 £19,464 Point 22 £19,959

Job Purpose: To efficiently co-ordinate the day to day running of Our Space at the Baird Centre in line with our values ensuring that customers, team members and visitors enjoy a positive experience.

Key Responsibilities:

To be the first point of contact for Our Space at the Baird Centre co-ordinating the day to day running of the centre.

Create, develop and maintain effective administration and information systems that enable the centre to be run efficiently and accurately.

Contribute to marketing and developing the centre to ensure continuous improvement.

Key activities

Co-ordinating the day to day running of the centre Act as the main point of contact in the centre delivering a professional reception and

customer service to all visitors. To be responsible for all booking processes, daily plans and efficient co-ordination of

daily activities within the centre. To work in active partnership with our support services to ensure visitors enjoy an

accessible, safe and welcoming environment. To develop and maintain communication pathways to ensure customer needs can be

practically met from entering to leaving spaces connected to the centre.

To learn and be conversant with the full range of support services available, enabling informed customer choice and providing appropriate signposting to support the referral pathways and booking process.

To sign post customers at times to other support agencies, i.e. welfare benefits, health care services, advocacy, further education, employment support etc.

To assist in providing accessible information and verbal guidance to ensure visitors receive the highest quality experience at all times.

Liaise with our maintenance, cleaning and catering teams to ensure that adequate resources are in place for all scheduled activities.

To be responsible for day to day health and safety in the building. Ensure the centre is safe and secure at all times. To collate information in order to provide regular updates and reports to the

Employment Services Manager and Development Team.

Create, develop and maintain effective administration and information systems Create, develop and maintain effective communication and booking systems to ensure

the accurate and efficient running of the centre. Maintain IT systems to enable the support services to maximise customer uptake of

planned activities and opportunities. Ensure systems and/or communication is in place so that all resources and designated

outside spaces are left ready for use. To contribute to systems and processes which ensure the smooth running of the Baird

Centre’s ‘Changing Places’ facility within and out with normal operating hours.

Contribute to marketing and developing the centre to ensure continuous improvement Audit operating systems to allow the Employment Services Manager to update the

Development Team and appropriate stakeholders on suggested changes and improvements.

Prepare reports and collate customer feedback for the Employment Services Manager and Development Team.

Foster, promote and maintain positive partnership relationships with all support services using the Baird Centre resources.

Actively market, develop and strengthen the Baird Centre’s reputation as a flexible community resource.

Monitor and evaluate customer experiences in a way that continually improves all the Baird Centre offers people.

Contribute to, work towards and report on agreed targets, including project plans and budgets for the Employment Services Manager and the Development Team.

Work as part of the Employment Services team to resource a number of training placements and support goals set out in individual personal development plans.

Report issues of importance and/or concern relating to areas of direct responsibility to the Employment Services Manager.

To undertake any other duties appropriate to the role as required by the Employment Services Manager.

PERSON SPECIFICATION ESSENTIAL DESIRABLE ASSESSMENT/

MEASUREMENTEXPERIENCE

Experience of working positively with all levels of colleagues and other agencies.

Experience in the third sector/housing/employment services/ public sector or similar.

Proven or demonstrable experience of working as a Coordinator, PA, Senior Administrator, customer service roleor similar wholly or partly.

Demonstrated awareness of Social Care values. Awareness of supported employment, social and micro enterprise.

Experience of booking systems, diary management and co-ordinating activities.

Experience of providing customer service and managing relationships with customers, external providers and members of the public.

Supervisory experience.

EDUCATION AND TRAINING

SVQ or equivalent in Administration, Marketing or a similar field.

KNOWLEDGE & SKILLS

Knowledge of personalisation and self-directed supports.

Awareness of external partners and confidence in communicating and signposting customers to relevant agencies, services or departments.

Proficient in the use of computerised information systems including Word, Excel and databases.

Ability to develop and promote new initiatives and ensure effective delivery in relation to both organisational targets and Hansel Strategy.

A demonstrated understanding of health and safety and an ability to carry out tasks in line with recognised health and safety procedures.

Ability to operate effectively as a member of a team or on own initiative as required.

CREATIVITY & INNOVATION

Ability to develop systems and audits to best meet the changing needs of the service.

Open to opportunities with the ability to support the development of new ideas to reach tangible results.

COMMUNICATION

Ability to collate and present information in a range of formats.

Ability to co-ordinate a multi task schedule on behalf of customers and team members across the organisation.

Represent the organisation at meetings, events and seminars as appropriate.

Personable and professional manner with the ability to be able to communicate effectively with a variety of people.

DECISION MAKING

Problem solving capabilities Excellent organisational and administrative skills including ability to prioritise workload and manage competing demands.

DIVERSITY

Demonstrate respect for diversity. Shared values with the organisation.

OTHER ATTRIBUTES

Prepared and able to work outside normal office hours to meet the exigencies of the service, including over 7 days and evenings and weekends.

Prepared to undertake a certain amount of travelling to meet the demands of the service.