Coordinator Recruitment – August 2022
Part-Time Salaried Position Available
Thank you for your interest in this vacancy and in joining the team at Clyst Caring Friends. The opportunity has arisen as our long-standing Coordinator has resigned.
• The Job Description tells you what we expect you to do in this position
• The Person Description tells you what we are looking for.
• The Basic Terms and Conditions tell you what we are offering in pay and holidays.
The timetable for this recruitment is as follows:
• On Monday 15th August the position opens for applications.
• The closing date is Friday 16th September. Applications received after 5 pm on that date will not be considered.
• Applications will be acknowledged by email. Candidates short-listed for interview can expect to hear from us by 5 pm on Monday 19th September. If you have not heard from us by then, you can assume your application has not been successful.
• Interviews will take place on Thursday 22nd September, probably in the morning. The interviews will take place at our Day Care Centre in Broadclyst, which is to the left of the GP surgery, at Hellings Gardens, Broadclyst, Exeter, EX5 3EJ.
Please provide an up-to-date CV, with a covering letter in support of your application. This should explain why you are interested in the job and what you can personally bring to it. Applications that simply consist of a CV, without a covering letter, will not be considered. Ensure that your details include contact telephones number(s) and an email address.
We are happy to accept applications by email to the Chair of the trustees, Henry Gent, h.f.gent@gmail.com.
Informal enquiries are welcome. Please email Henry on the above address.
Thank you again for your interest in the work of Clyst Caring.
Now go the next page for the Job Description
Coordinator – Job Description
Overall responsibilities
The Coordinator will be totally responsible for ensuring that the instructions of the Trustees in connection with its function as a Charity are carried out.
The Coordinator is expected to advise the Trustees on, and to assist in the formation of, overall policies to be followed in respect of the Charity’s activities, and in particular to produce all the information required for making effective decisions and to implement constructively all decisions.
The person appointed will be accountable to the Trustees for effective management of all its resources and will report to them as and when required.
Specific responsibilities
1. Operational duties:
To ensure that legal, statutory and other provisions governing or affecting the running of the Charity are observed.
2. To take responsibility for correspondence and documents on behalf of the Charity and to deal with the correspondence or documents or bring such items to the attention of the Trustees.
3. To issue correspondence following the instructions of, or the known policy of the Trustees.
4. To study reports and other data on activities of the Charity and on matters
5. relating to those activities. Where appropriate, to discuss matters with administrators and specialists in particular fields.
6. To monitor the policies of the Charity to ensure they are achieving the desired result and, where appropriate, suggest modifications. To draft any additional policies that may be required, for the approval of the Management Committee.
7. To submit a written report to, and attend, bi-monthly Management Committee meetings. To advise the Chair of any matters for the agenda.
8. To report to the Coordinator’s line manager, who shall be the Chair of the Staffing Committee, and to attend an annual review meeting with the Chair of the Staffing Committee.
9. To organise the Annual General Meeting of the Charity, with support from the trustees and Treasurer.
10. Clients:
a. To support the process whereby the Office Manager receives and processes referrals from Social Services and other Healthcare professionals and also self-referrals.
b. To support the assessment process for potential new clients for day care, which is carried out by the Day Care Manager and team, including home visits.
11. Finance
a. Fund raising in all aspects, including:
i. To take the lead on applications to grant-making bodies, with assistance from trustees and Treasurer.
ii. to oversee the process of claims from Devon County Council for transport and for Day Care.
iii. oversee, and support volunteer fund-raising efforts such as coffee mornings
b. receive regular financial reports from the Treasurer, and assist the Treasurer as necessary in the preparation of budgets.
c. To oversee and validate payments by the Treasurer as required. Operate a payment card with responsibility for purchasing within agreed limits.
12. Staffing
a. In conjunction with the Staffing Committee, undertake all necessary activities in connection with the recruitment of other paid staff, including writing job descriptions and terms and conditions of employment, advertising, selecting, and induction.
b. To support volunteer recruitment and induction by the Day Centre Manager, the Charity Shop Manager, and the Office Manager.
c. To act as Line Manager for Day Centre Manager, the Office Manager, and the Charity Shop Manager. and any volunteers who do not report to one of the above Managers
d. To meet with the Day Centre Manager, the Office Manager, and the Charity Shop Manager, at agreed intervals, and conduct an annual review meeting with each of them.
e. To agree dates of Annual Leave of Managers, and the Treasurer, and keep a record of Annual Leave taken by Managers and the Treasurer.
f. To confirm that these Managers have sufficient cover for their own annual leave and other leave from their own teams. The Coordinator will not normally be expected to provide cover for the Managers, but might have to in an emergency.
g. To attend quarterly meetings of the Charity Shop team.
h. To advise the Staffing Committee in relation to wage rates and terms and conditions of pay.
i. To support the welfare and morale of volunteers as appropriate, including organising an annual party for volunteers.
13. Training:
a. To attend training courses on the work and role of the Coordinator as required by the Trustees.
b. To arrange training for staff and volunteers as required by their role(s).
c. To arrange training for the Trustees as required.
14. Property:
a. To ensure all legal agreements and lease obligations are fulfilled.
b. To identify and manage repairs, maintenance, refurbishment, dealing with contractors.
15. Liaison:
a. To meet as required with the Critical Care Team and other healthcare professionals or ensure that a member of the Day Care team attends, as appropriate.
b. To maintain communications with the Pinhoe Hub, which is a proposed community centre in Pinhoe.
16. External Representation:
a. To act as representative of the Charity as required, including meetings with healthcare professionals and partner agencies, reporting back to Trustees.
b. To attend conferences, seminars, and other meetings of relevant bodies, as a representative of the Trustees as required.
17. Publicity:
a. To maintain and raise the profile of the Charity as a Care Provider in our area by making and maintaining contact with local health and care professionals such as GP practices, Occupational Therapists, and Community Health teams, and relevant Devon County Social services personnel.
b. To monitor and update information on the CCF website and other social media (Facebook, Twitter, etc.,) ensuring legality and accuracy of such content.
c. To maintain and raise the profile of the Charity as a Care Provider through the website and other media.
d. To attend public events such as Broadclyst Fun Day, probably one or two events per year.
e. To prepare, in consultation with the Chair, press releases about the
i. activities of, or decisions of, the Trustees.
18. The Trustees may at its discretion require you to undertake additional duties and responsibilities that it considers appropriate to your abilities according to the needs of the Clyst Caring Friends Charity.
Now go to the next page for the Person Description
Coordinator – Person Description
Desirable Skills, Abilities and Experience
• Commitment to the Charity and able to devote the necessary time and effort
• Able to maintain strict confidentiality at all times
• Selflessness, integrity, objectivity, accountability, openness, honesty and flexibility
• Computer technology literacy
• Good, independent judgement with strategic vision and able to think creatively
• Willingness to speak their mind and to make unpopular recommendations to the board where appropriate • Ability to work effectively as a member of a team and meet designated deadlines
• Experience of working in Care and/or the medical sector
• Experience of managing staff or working with more junior colleagues within a team
• Able to manage projects, seeing them through from start to finish
• Able to write proposals such as bids for funding • Availability to trustees, staff and members for advice and enquiries on an ad hoc basis
• An applicant with a good attitude and aptitude, but without all the experience, could be supported by trustees as necessary in order to build experience.
Now go to the next page for Terms and Conditions
Coordinator - Terms and Conditions of Employment
Hours of work
24 hours per week on average. This will be reviewed after 3 months and then again at 6 months at the end of the probationary period, and then annually. You can work flexibly, spreading the work over 3, 4, or 5 days of the week, as long as the hours of work are known to colleagues and work contacts and are within normal office hours.
Rate of pay
The starting rate is £16/hour, or negotiable at a higher rate depending on the past experience of the applicant. This will be paid for a probationary period of 6 months and then the rate will be reviewed. On the basis of 24 hours per week at £16/hour, this is an annual salary of £19,968, to be paid by monthly salary at £1664 gross.
At the satisfactory completion of the probationary period the rate of pay will be reviewed.
Annual Leave
You are entitled to 5.6 weeks of paid holiday per year, which works out at 135 hours. You may take these hours at any time by agreement with your line manager.
Accountability and line manager
The Coordinator is responsible to the Management Committee as a whole. The Management Committee currently consists of the Trustees and the Coordinator, and the Treasurer, and meets every other month. The Staffing Committee of the Management Committee will review the remuneration every year. The Coordinator’s line manager shall be the Chair of the Staffing Committee. It is expected that there will be an annual review with the line manager.
Pension
You will not be automatically enrolled in a pension scheme. If you wish to opt into our scheme, details will be made available once an offer is made.
Start Date/References/DBS
• We hope to start this position as soon as possible, but we acknowledge that candidates already in employment may have to give notice. We will wait for the right person. Salaries are paid at the end of the month but the first month can be adjusted pro rata according to the start date.
• Any offer of employment will be made subject to the receipt of satisfactory references. References will not be taken up until after a formal offer is made and that offer has been accepted in writing.
• Any offer of employment is subject to the receipt of a satisfactory DBS check.
**ENDS**