Co-Ordinator - East FTC

Overview

Job title:

Interview Coordinator (Fixed Term Contract)

Department:
Contingency Operations

Reporting to:
Site Manager

Location:

East Sussex

Contract type:
Fixed Term Contract 12 months

Hours of work: 40 hours p/w (an agreed rota system, working on three 8-hour shift patterns, covering the early, main and late shifts)

Salary: £28,000.00 - £32,000.00 per annum

The Interview Coordinator oversees the onsite interview arrangements for Service Users (SU’s), including ensuring that equipment is available and in good working order, supporting with technical issues and conducting welfare checks. The Interview Coordinator supports all elements of interview arrangements under minimal supervision and provides a thorough handover to team members on a rota system.

The postholder works with Service Users and Colleagues based onsite and across the country at different sites and/or who work remotely. The Interview Coordinator works to an agreed rota system, working on three 8-hour shift patterns, covering the early, main and late shifts.

Procedures

Early Shift Responsibilities

• Ensure all IT Equipment is present and working at the start of the day
• Ensure Interview Booths and Waiting area is clean and tidy
• Ensure Refreshments are available for interviewees
• Meet and Greet SU’s 15 minutes prior to first interview Session
• Set each Interviewee up within their booth and confirm the applicant's name/details to the Decision Maker upon answering the call
• Remain present in waiting area whilst interviews are on-going to assist with any issues.
• Post Interview conduct a welfare check in private with each Interviewee. If any concerns arise during welfare check, ensure this is communicated with Welfare team leader so appropriate action can be taken to safeguard the SU
• Enter welfare checks on Athens
• Assist with Second Interview Session
• Meet and Greet SU’s 15 minutes prior to Final interview Session
• Set each Interviewee up within their booth and confirm the applicant's name/details to the Decision Maker upon answering the call
• Handover final Interview session to Late Shift

Late Shift Responsibilities

• Meet and Greet SU’s 15 minutes prior to Second interview session
• Set each Interviewee up within their booth and confirm the applicant's name/details to the Decision Maker upon answering the call
• Post Interview, conduct a welfare check in private with each Interviewee. If any concerns arise during welfare check, ensure this is communicated with Welfare team leader so appropriate action can be taken to safeguard the SU
• Enter welfare checks on Athens
• Receive Handover from Early shift regarding final Interview session.
• Remain present in waiting area whilst interviews are on-going to assist with any issues
• Post Interview, conduct a welfare check in private with each Interviewee. If any concerns arise during welfare check, ensure this is communicated with Welfare team leader so appropriate action can be taken to safeguard the SU
• Enter welfare checks on Athens
• Ensure IT Equipment is switched off
• Ensure Booths and Waiting area are left clean and tidy Secure Room

Main Shift Responsibilities

• Maintain Email Box for Home Office Interview Co-Ordinators
• Liaise with HO Oversite team to Prepare and Share with Team Leaders & Site managers Interview Schedule for each day.
• Meet with each SU prior to their interview day to ensure they have received their Interview Invitation. Identify any specific needs (i.e. translators) and understand the interview process (i.e. where they need to attend and when to arrive).
• Book Translators that are required to assist interviews
• Maintain interview register (Noting start and Finish time of all interviews and any issues/delays)
• Log and report non-attendance and any issues to the HO Oversight team at the end of each day.
• Assist other Interview Coordinators with daily tasks
• Provide cover for other Interview Coordinators
• Report any IT Issues

Connect and Collaborate

• Work closely with your line manager and team members
• Collaborate with others, attending meetings as required
• Supporting team members and provide on-the-job training
• Provide cover for other staff as agreed by line manager

Responsive

• Keep up-to-date with all written and verbal communications (i.e.…