Practice Coordinator

The position, based from Southwark Council's Youth Justice Service on East Dulwich Road provides the opportunity for hybrid working arrangement, minimum 2 days in the office once training has taken place.

We are seeking an experienced administrator with a variety of strong administration skills to join our Practice Coordinators Team. Your role will be essential in ensuring an efficient and quality-focussed work approach is applied to supporting our Specialist Services with a wide range of administrative centred tasks. Tasks will include coordinating meetings, minute taking, preparing documentation, reviewing and updating database and document management systems, tracking referrals, internal and external communication, navigating multiple complex systems, preparing correspondence and Inboxes Management.

The right candidate will possess a can-do attitude and willingness to learn and deliver a high level of quality focussed customer service and administration support. The right candidate will also be detail-oriented, organised, and capable of managing multiple tasks simultaneously with accuracy and within timeframes.

Main Responsibilities include

1. Act as first point of contact for administration related matters. Deal with all enquiries in a sensitive and confidential manner and provide signposts to other service areas as appropriate

1. Organise and service meetings, arrange venues, catering, prepare and distribute documentation, invite board membership, take accurate minutes, record decisions and follow up actions

1. Perform data entry roles, updates and upload documents to records. Maintain databases and systems with high levels of accuracy in a timely manner and in alignment with statutory requirements

1. Collate and produce information schedules, reports and other documentation for meetings and events

1. Inboxes Management, deal with incoming enquiries in a quality focussed and time sensitive manner

1. Arrange transportation, appointments and events to support the needs of Service staff and users

1. Work closely with team members and managers on project areas to enhance shared knowledge and promote a collaborative approach to cross team working

Candidates should also be able to demonstrate the following skills and knowledge

1. Microsoft Office: proficient knowledge and application of the IT package and keyboard skills
2. Excellent Professionalism and Customer Service experience
3. Excellent Organisational, Communications (written and verbal) and Interpersonal skills
4. Experience of providing excellent administrative support ideally in a complex or regulated environment
5. Experience of using case management databases and aptitude for learning new software and systems
6. Thorough and pays attention to detail to ensure accuracy at all times
7. Strong Time Management skills and multitasking abilities
8. Self-motivated with the ability to work well independently or within teams to proactively resolve situations while knowing when to seek assistance and collaborate with others
9. Able to problem solve, work under pressure and respond to changing priorities and deadlines
10. Able to maintain simple/complex information, record and update data gapping on the data system
11. Able to enter, collate, compile and distribute information including statistical data and reports
12. Comply with and promote the Council’s Equal Opportunities policy