Based within the Customer Relations Service, the Independent Visitor Scheme (IVS) and the Advocacy Service supports the Council's priorities as Corporate Parent. The Advocacy Service focuses on delivering services to those young people who access it, acting with integrity, professionalism, and respect on behalf of the organisation, ensuring always that the needs of individuals are paramount.
For more information about West Sussex County Council, please visit our WSCC About Us page.
About The Job
Salary: £20,903 - £22,183 per annum
Working Pattern: Full time, 37 hours per week, flexible working available
Location: Based in one of the main WSCC hubs (currently under review)
Interview Date: 24 August 2021
The Assistant Independent Visitor and Advocate Co-ordinator, provides an efficient and effective system within the IVAS, facilitating volunteer recruitment, training and support functions, ensuring that Advocacy referrals are properly and promptly dealt with and that management information is available for reports.
In addition to the day-to-day administration of the IV Scheme, specific tasks may also include:
- Maintenance of information on the IVAS webpages and the Policies and Procedures for the IVAS.
- Undertaking administrative work related to volunteers, including distribution of recruitment publicity, arranging training, setting up approval panels, supporting the recruitment process, managing the expense claim process and keeping volunteer records updated.
- Undertaking administrative work associated with matching children and young people with volunteers and advocates, including receiving and recording referrals, checking that all necessary information is supplied, liaising with social workers, IVAS staff and others.
- Assisting with the content, design and promotion of information and publicity materials (including leaflets, articles and web-based information).
- Supporting the production of regular reports demonstrating the work of the IVAS.
- Undertaking administrative work associated with assigning advocates to meet referrals of young people.
The role will involve regular exposure to sensitive or occasionally distressing information when attending meetings and taking or transcribing minutes or preparing other complex documents e.g. personal data of young people looked after by the council, including life history as well as pertinent recent events.
There is a regular and intrinsic requirement to communicate in English with members of the public.
Experience and Skills
- Ability to interpret complex information to produce a high-quality document with minimal guidance, e.g. for scheme meeting organisation, presenting information clearly, concisely, accurately and in ways that promote understanding, either verbally or in written/electronic form.
- Ability to organise, plan and prioritise work to meet set targets, in order to co-ordinate a range of activities and changing priorities, providing clear and concise instructions and guidance to a range of contacts, including at a senior level.
- Good literacy and numeracy skills to understand complex written instructions describing tasks and to check financial invoices and other documents.
- Competent note taking skills including high levels of accuracy and speed for taking minutes of complex/specialist meetings, such as Executive and Scheme Meetings.
- Good general IT skills for word processing, data processing, updating websites, creating and developing workflows or presentations, and the ability to investigate and troubleshoot system-related problems and provide solutions.
- The ability to act in an appropriate manner and with discretion, whilst hearing confidential, sensitive or disturbing information.
Qualifications and/or experience:
- Significant experience of administrative work with senior staff, preferably in a local government environment and with good working knowledge of IT systems / procedures.
- Degree in a relevant subject, or equivalent qualification or experience - Desirable
- Demonstrable administrative experience using appropriate office systems and practices.
- Experience of working on own initiative, prioritising own workload, working to strict deadlines and co-ordinating a variety of activities.
- Demonstrable experience of organising and minuting complex meetings involving a range of partners and agencies discussing sensitive information.
- Experience of dealing with a wide range of professionals at a senior level.
Rewards and Benefits
As an employer we recognise that it is our employees that are central to everything we do. We aim to create a supportive and dynamic working environment where employees can achieve their full potential, achieve a healthy work-life balance and are rewarded for the work they do.
Aside from 23 days annual leave, for a full list of the benefits offered to you as a West Sussex County Council employee you can find them on our Rewards and Benefits page.
The reference number for this role is CPP00393.
If you have any issues with submitting your application, please contact .