Job info	Job info details
Job title	Cockington Court Co-ordinator
Strategic team/Directorate	Place
Service	Economy
Business unit	Cockington Court
Responsible to (day to day issues)	Centre Director
Accountable to (line manager)	Centre Director
Salary grade	E
JE ref	TDA91

1. Key purpose of job

• To provide comprehensive support to the Centre Director working alongside colleagues based at Cockington and centrally in the day-to-day operation of Cockington Court.
• The role will be primarily focused on ensuring the smooth operation of the centre and delivering front-line, high-quality customer service at all times.
• The role requires the postholder to be the primary point of contact for telephone enquiries and customer contact for the centre - this may include existing tenants, prospective tenants in addition to other centre queries.
• To promote, administrate, coordinate events and room hire at Cockington Court.
• Working with the Centre Director and other colleagues to help with and market the annual events and activity programmes for Cockington Court.
• To undertake financial administration as required in respect of raising orders, making payments and handling cash.

2. Anticipated outcomes of post

• To support the Centre Director to maintain optimal centre occupancy, over 85%, at all times.
• To build and maintain positive working relationships with stakeholders, colleagues, partners and suppliers. 

3. List key duties and accountabilities of the post

• To support the Centre Director in identifying and servicing the needs of new and existing customers, ensuring that Torbay Council is professionally represented and ensuring that tenants are well provided with access to any business facilities they require.
• Record existing and new tenants on Cockington Court customer relationship management database.
• To maintain up to date knowledge of the range of Torbay Council support services for businesses to promote these services to tenants and potential customers.
• To ensure mailing lists are up to date.
• Ensuring that the relevant website and databases are efficiently maintained and that supporting promotion of the Centre via social media (e.g., Facebook, Twitter) and creative listings websites regularly.
• Ensuring centre services are functioning correctly - e.g., consumable supplies are maintained in kitchen areas (coffee machines, milk etc.), photocopiers, meeting room supplies, general stationery.
• To support and assist in all office and event functions including licensing, security, health & safety, fire, risk assessment etc.
• To support and assist in all office and event functions including licensing, security, health & safety, fire, risk assessment etc To be aware of and comply with Torbay Council Financial Regulations and procurement procedures and where relevant those of Torbay Council.
• To manage the arrangements for workshops, presentations, training seminars and other similar events booked into meeting rooms in the centre. This may include co­ ordination the booking of facilitators, catering, supply of documentation etc.
• To be proactive in identifying areas for process improvement and applying initiative to resolve problems as they arise and to apply creative solutions.
• To be accountable for the collection and management of petty cash, visitor attraction event income, sale of Cockington merchandise and external artists and craft centre tenant's products from the visitor welcome point. 
• To be accountable for the collection and management of petty cash, visitor attraction event income, sale of Cockington merchandise and external artists and craft centre tenant's products from the visitor welcome point. 
• Attend training as and when required to enhance continuous professional development.
• Attending team and tenant meetings, producing agendas, and taking minutes for distribution prior to the next meeting.
• Updating existing or creating new Centre tenant packs and handbooks following change.
• Ensuring all centre areas are always of a high standard and ready for use.
• As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s.  Services

4. Budgetary/Financial Responsibilities of the post

• The postholder is expected to support the application of proper financial controls in the centre including providing support to the Cockington Court Director and Finance Officer where appropriate, via Torbay Council's FIMS system.

5. Supervision/Line Management Responsibilities of the post

• Supervision/Line Management Responsibilities of the post. To train volunteers, work placement students, graduate and temporary staff and to manage them through delegated tasks.
• To assist with training permanent members of staff and delegate tasks when needed.

6. Working environment and conditions of the post

• Normal office working environment and conditions.
• Frequent outdoor working.

7. Physical demands of the post

• Normal physical effort.
• Lifting and carrying tables and chairs on event days or for room hire.

8. Specific resources used by the post

• Credit card machine and till (EPOS system).
• IT equipment e.g., PC, Phone and projectors.

9. Key contacts and relationships

Internal

• Line Manager. 

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job.

Other Information

• All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
• Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Childrens Services are the Safeguarding Leads for the Council. 
• This post is office based at Cockington court but the post holder may be required to move their base to any other location within the Council at a future date.
• You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
• The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement. 
• The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
• The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
• The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
• If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	Cockington Court Co-ordinator
Strategic team/Directorate	Place
Service	Economy
Business unit	Cockington Court

Skills and effectiveness

Essential skills and effectiveness

• Ability to organise and prioritise workload.
• Administrative skills including well developed customer care and service skills with the ability to develop positive working relationships.
• Flexible and adaptable communication skills.
• Ability to convey information professionally, accurately and clearly and to develop professional credibility with tenants.
• Sound numeracy skills.
• Clear headed and not easily flustered.
• Ability to balance the requirements of several projects simultaneously.
• Experience of minute taking and event organisation.
• Good attention to detail.
• Effective team worker.
• Ability to work on own initiative when required.
• Demonstrable selling and /or negotiating skills.
• Ability to see processes through to a successful conclusion whilst meeting challenging deadlines and maintaining attention to detail.
• Meticulous record keeping with flexible and adaptable communication skills.
• Assertiveness i.e., to be able to determine and use behaviour which is appropriate to the situation and to exercise tact and diplomacy.
• This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English.

Desirable skills and effectiveness

• Clear headed and not easily flustered.
• Ability to balance the requirements of a number of projects simultaneously.
• Experience of minute taking. 
• Event organisation and administration. 

Knowledge

Essential knowledge

• Detailed knowledge of Microsoft Word and Excel.
• Understanding of health and safety issues in the workplace.

Desirable knowledge

• Working knowledge of design software. 

Experience and achievements

Essential experience and achievements

• Experience of working effectively in a fast-moving environment, responding to enquiries promptly.
• Working in a customer facing organisation/role.
• Demonstrable negotiating skills/sales experience.

Desirable experience and achievements

• Demonstrable event organising experience. 

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to GCSE O level standard or equivalent in English and Maths. 

Desirable qualifications/professional memberships

• Educated to A Level standard or equivalent NVQ level 2/3 in Customer Care.
• IT skills. 

Other requirements

Other requirements of the job role

• Demonstrates a commitment to safeguard and promote the welfare of children and young people.
• Ability to travel efficiently around the Bay in order to carry out duties.
• Ability to accommodate unsociable hours.
• Ability to accommodate shift patterns.
• Ability to accommodate on-call working.