Practitioner Services Co-ordinator
Thank you for your interest in the above position.
This is an exciting time for Gingerbread - we are working towards reaching even
more single parents, increasing the reach of our support services, and campaigning
to influence the issues that matter to single parents.
We are a relatively small charity, but we enjoy an excellent reputation, thanks to our
highly committed and skilled staff. You can find out more about the charity at
I am pleased to enclose the following:
Job description and person specification
Terms and Conditions for this post
Equal opportunities monitoring form
We welcome applications from candidates with a disability, and will endeavour to
make reasonable adjustments necessary. Please note that we are currently located
in first floor offices, which are accessed by stairs.
Should you wish to apply for this position please email your completed application to
email@example.com stating your name and the post you are applying for
in the subject line. Alternatively, you may post your completed application to Jane
Stern, HR Manager, Gingerbread, 255 Kentish Town Road, London, NW5 2LX. In
order to minimise the charity's administration costs, we will only be writing to
Please note the closing date for applications is Thursday 16 February 2012 at
Please do not hesitate to contact me on 020 7428 5427 if you have any queries or
would like further information.
Head of Development
Job Description & Person Specification
Job Title: Practitioner Services Co-ordinator
Reporting to: Practitioner Training and Services Manager
Purpose of Role
To support the Practitioner Training and Services Manager and team in achieving
their targets and contract compliance, by providing an efficient and effective training
and service delivery co-ordination and all round administrative support to designated
1. Key Tasks and Responsibilities
Providing administrative support to the Practitioner Services programmes and
products and/or other projects to ensure that all administrative processes and
training co-ordination are adhered to and kept up to date.
Co-ordinating all aspects of training delivery, including sourcing/booking venues,
arranging catering, production and dispatch of materials, trainer liaison, travel and
accommodation bookings, participant recruitment and support, tracking costs and
ensuring invoices are raised, dispatched and paid.
Preparation and distribution of marketing mailings promoting training programmes
and practitioner products to individuals and external organisations.
Supporting recruitment of participants, answering and processing telephone, mail
and email enquiries and referrals.
Preparation and distribution of training materials and information packs in relation
to course events to ensure successful delivery of training programmes.
Liaising with programme partners and other external agencies to ensure that
relevant information is received and communicated to fulfil programme delivery.
Maintaining training and supporting materials relating to course delivery for all
Training and Practitioner Services programmes and/or other Gingerbread projects
to ensure that all administrative processes are adhered to and kept up to date.
Assisting the Training and Practitioner Services Manager and Team to plan tasks
that need to be completed, including attending regular meetings. Ensuring that
information about products and course programmes are communicated
accurately to internal and external contacts in a timely manner.
Creating and maintaining accurate and up to date paper and electronic client
records, project delivery administration and evaluation systems, maintaining
confidentiality as required.
Updating evaluation databases and producing statistical reports.
Word Processing (including mail merges), typing, emailing, photocopying, faxing,
internet use and computer data entry.
Providing an effective point of contact for Training and Practitioner Services
programmes/projects when necessary and referring issues appropriately.
Engaging pro-actively with programme content and supporting processes and
working with limited supervision.
Arranging meetings, travel, catering, couriers and accommodation for Training and
Practitioner Services Team staff.
Taking meeting notes and (occasionally) minutes and helping to service meetings.
To carry out routine day-to-day administrative tasks as delegated.
As a member of the team, being involved in a range of project work and providing
cover for absences where required.
Providing an efficient and empathetic client-focused service.
Maintaining confidentiality where required.
3. Corporate Responsibilities
To champion and promote equal opportunities and diversity both in your area of
work and the wider organisation.
To maintain awareness and ensure compliance with corporate policies including
health and safety and data protection
To actively contribute to organisational cohesion, encouraging cross-team
working, and a problem solving approach
To take personal responsibility for keeping up to date with issues affecting lone
parents, the work of the charity and maintaining professional skills and expertise.
To take a flexible approach to work and duties, within an appropriate level of
responsibility, problem solving and carrying out other duties as directed by
Practitioner Services Co-ordinator - Person Specification
Qualifications and experience
1. Experience of administrative work and co-ordinating training course delivery
or similar events, with a good understanding of the nature and demands of
training and development work.
2. Excellent written and spoken English.
3. Excellent communication skills, experience of communicating effectively by
telephone, in writing and face to face with the general public and a wide range
4. Experience of working on own initiative and flexibly and responsively as part
of a team.
5. Experience of setting up and maintaining effective office systems, including
filing and information retrieval systems.
6. Experience of building productive relationships with external agencies and
negotiating their practical support for programmes/projects.
7. Detailed and accurate approach to work tasks.
Skills and abilities
8. Able to demonstrate an empathy for the issues and barriers faced by single
9. Strong customer service skills with a ‘can do’ and problem solving approach
10. Ability to provide solid, practical administrative support to programmes and
team members, to use initiative and deal with urgent matters appropriately in
the absence of other Practitioner Services Team members.
11. Strong ITC proficiency in MS Office programmes including Word, Outlook,
Excel, Internet Explorer, (knowledge of PowerPoint, In Design and Progress
are desirable) and willingness to learn and undertake IT related training
12. An ability to be methodical in planning and prioritising own work load
effectively and meet deadlines.
13. Ability to retain focus, perspective and motivation within a fast paced, target
14. An understanding of equal opportunities and diversity, particularly in relation
to training and event organisation.
15. Commitment to promoting the interests of one parent families and to
representing them positively to external audiences.
16. Willingness to learn and to share ideas, and to give and receive constructive
17. Willingness to be proactively involved in own personal development.
Able to travel for work from time to time by public transport within the Greater London
PRACTITIONER SERVICES AND TRAINING MANAGER
TERMS AND CONDITIONS
This information has been prepared to give you an overview of the terms and
conditions of employment that are relevant to this particular post. Every care has
been taken to ensure that the details are correct, but they are not to be regarded as
part of any contract of employment.
The salary for this post is £21,625 per annum FTE. For part time employees, the
salary will be adjusted on a pro-rata basis, and will be £15,446 per annum. A cost of
living review of salaries will occur each year.
Hours of Work
This post is part time 25 hours per week, which will be worked over 4-5 days per
week. Our offices are open to callers and visitors between 8.30am and 6pm,
Monday to Friday. You will be asked at interview to let us know your preferred
working hours and pattern. Staff may work flexitime in accordance with our flexitime
This post is currently based in our office on Kentish Town Road, however
Gingerbread may move to alternative premises in North or Central London in 2012.
This role is offered on a permanent basis, however this post is funded primarily via
an HMRC contract which we expect to run until at least March 2014. Continued
funding for this post or a similar role would be subject to further funding of
programmes being obtained by Gingerbread.
Full time staff are entitled to 28 days leave per year, rising to 29 days after 5 years
service, plus all public holidays. Entitlements are pro-rata for part time staff. In
addition, our offices are closed between Christmas and New Year, and staff are not
required to work between these dates.
Gingerbread sick pay is linked to length of service. Entitlement starts with 1 week’s
pay in your first three months of service, and rises to 6 weeks’ pay per 12 month
period during your first year of employment. This rises according to length of service
to a maximum of 26 weeks’ pay per 12 month period after two years’ service.
Work life balance policies
Gingerbread understands the demands on working parents, and staff balancing
personal commitments with work. We are proud of our range of policies to support
staff, which include dependent care leave, flexitime, enhanced maternity and
paternity provisions, working at home, flexible working and sabbatical leave.
Gingerbread contributes 5% of gross salary per employee to its own employers’
pension scheme. This is open to all staff after three months’ employment. Staff are
expected to make a minimum contribution of 1.25%.
All appointments are subject to receipt of satisfactory references.
The first 6 months of your employment will be a probationary period, during which
you will be expected to demonstrate your suitability for the post. During the
probationary period your work and role will be reviewed with your line manager, and
if you meet the required standard you will be confirmed in post.
If candidates have any queries relating to the above terms and conditions, please
contact Jane Stern, HR Manager on 020 7428 5785.
255 Kentish Town Road
London NW5 2LX
Tel: 020 7428 5400
Please type this form or write clearly in black ink. This form is available on our
website to download in MS Word format.
Position Applied For:
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By signing this application you give consent for Gingerbread to process sensitive and
other personal data for the purposes of recruitment and selection, including the
taking up of references.
I declare I have completed this application truthfully and I understand I will be liable
for disciplinary action should any information later be found to be false following
Current or most recent
Name and address of From To
Job Title, Hours and Salary
Brief description of duties
Please provide details of your employment history to date, starting with your most
Name and address From To Job Title, Nature of Work, Hours and
of employer Reason for leaving
Please provide details of your education and list of any qualifications gained, starting
with the most recent.
Date School or College Qualifications Grade
Training Courses Attended
Why are you interested in this job? What aspects of the job description and the work
of Gingerbread attract you particularly?
Relevant experience and knowledge
The job description and person specification list key areas of knowledge, skills and
experience essential for this post, which will be used to shortlist applications. Please
tell us in this section how your knowledge, skills and experience match each item in
the person specification. Where possible, give actual examples to demonstrate your
experience. You may use experience gained in voluntary work or other activities as
well as paid work. Continue on a separate sheet if necessary.
Is there anything else you wish to tell us about you or your suitability for this post?
Please give the names of two people who will give references for you. One must be
your current or most recent employer, or an academic reference if this is your first
job. The other reference should be from someone who knows you in a professional
capacity not a friend or relative. References will not be taken up prior to a job offer.
1. Present or most recent
2. Second Referee
Can we approach this referee Can we approach this referee
immediately after interview? immediately after interview?
Yes / No Yes / No
Have you ever been convicted of If yes, please provide details on a separate sheet.
a criminal offence?
Eligibility to work in the UK?
Please provide details:
How much notice are you
required to give to your current
Equal Opportunities Monitoring Form
We strive to provide equality of opportunity in employment. It would help us to assess
our progress in implementing our Diversity and Equality policy if you would provide
the following information.
Completion of this form is optional, and it will not be seen by the sifting or interview
How would you describe your ethnic origin?
Please highlight appropriate group.
Asian or Asian British
Any other Asian background
Black or Black British
Any other Black background
Chinese or other ethnic group
White and Black Caribbean
White and Black African
White and Asian
Any other mixed background
Age ……………… years
Please tell us about any illness or disability
If you do not answer these questions, it will not affect your application. Any
information you provide will be treated in confidence.
Have you decided not to apply?
Gingerbread is keen to ensure that our recruitment is as effective and as fair as
If you have decided not to apply for the job after receiving the application pack it
would be very helpful for us to know why.
Possible reasons why you decided not to apply might be:
You do not think the person specification matches the description of the job given
in the original advert.
You do not think the person specification is appropriate for you.
You have already been appointed to another post.
You think that your application would not be treated fairly – please explain why if
you think this is the case.
Please tell us why you decided not to apply in the box below or email
firstname.lastname@example.org. Please send to Jane Stern, HR Manager,
Gingerbread, 255 Kentish Town Road, London, NW5 2LX.