Job Purpose

The role of Centre Coordinator is to support the management and delivery teams in the day to day running of our busy and creative training centre in Bexhill and to act as the first point of contact for students, staff and visitors to the centre. 

This is a varied and rewarding role, including providing a front of house contact point, coordinating centre resources, ensuring the accurate administration of learner bursaries, sending letters to students and parents and ensuring learners are effectively and accurately enrolled on programme.

The post holder will have a positive relationship with students on all Dv8 programmes, linking where necessary with parents and outside agencies to ensure they receive regular updates and information about our programmes and act as an essential support in the main centre office. 

The post holder will also work closely with the Teaching and Learning, Marketing & Recruitment and Management teams in supporting ongoing organisational developments. 

The role would suit an outgoing and confident individual with excellent administrative, organisational and communication skills who has an interest in education, creativity and support for young people. 

Company outline:

Dv8 Sussex specialises in delivering innovative training for young people in creativity and media, all taught by industry professionals and designed to provide a real experience of working in a creative environment.

We recognise the strengths of learning through doing something that is challenging, inspiring and fun. The young people on our courses are supported to progress into employment, apprenticeships or further education following their time with us. All courses contain qualifications embedded within activities (such as successfully releasing a music track and staging live performances and events) as well as targeted support for English and mathematics.

Dv8 Sussex is an equal opportunities employer and positively welcomes applications from all sections of the community. We are committed to safeguarding all learners enrolled on our programmes and appointment of successful applicants will be subject to satisfactory references being obtained, and an enhanced disclosure and barring service (DBS) check.

Key Responsibilities

• Front of house (internal/ external)
  • Act as first point of contact for students, parents, guests and staff using the building
  • Oversee and deal with incoming communications from external agencies, course enquiries and students 
  • Communicate between Dv8 Campuses and teams
• General admin duties
  • Ensure the accurate administration of organisational Management Information Systems (maintaining learner records and register systems)
  • Support Human Resources processes
    • Processing/ Administration of staff applications
    • DBS checking
    • Maintaining staff personnel files
    • Support new staff induction and HR paperwork
  • Administrate learner qualification registrations
  • Communication and liaison with students, parents / carers and relevant stakeholders 
  • Support project/ subcontracting admin as required
• Centre Management Support
  • Ensure the Fire and Health & Safety of centre is maintained
  • Ensure the centres security, opening and closing, maintaining alarm and liaise with security firm
  • Monitor equipment and resources, keeping an inventory of all equipment and ensuring any broken or lost equipment is fixed or replaced
  • Oversee basic IT maintenance, such as installing software, maintaining passwords, regular clearing of desktops and hard drives in the centre
  • Liaise and coordinate with suppliers for refuse, cleaning firms and IT support
  • Proactively manage the cleanliness of the premises and aspects of health and safety.
  • Coordinate Equipment/ resource monitoring and inventory
  • Support with general maintenance of premises
• Events - Support coordination of:
  • Staff inset training days
  • Parents evening
  • Open evenings
  • Organising staff socials
• Student services
  • Support student enrolment processes
    • Student eligibility checks
    • Student enrollment file management
    • Student initial assessment tasks
    • Creating and maintaining student emails/ server logins
    • Student classroom folders
  • Overseeing free college meals & Student Bursary allocation
  • Reward systems
  • Attendance
    • Register maintenance and updates
    • Calls to students and parents
    • Text service maintenance
• Finance
  • Support Centre:
    • Petty Cash record keeping and reconciliation
    • Credit Card record keeping and reconciliation
    • Liaise with finance department for payment of suppliers and bursary payments

Person Specification

Essential Skills Required

• Excellent communicator and ability to work positively with young people, staff, stakeholders and partners
• High level of literacy and numeracy
• Excellent IT skills 
• Excellent level of organisational and administrative skills
• Excellent time management skills
• Excellent attention to detail and ability to complete and finish tasks on-time and to a high standard
• Practical at problem solving and working on one’s own initiative
• Previous experience in an administrative and coordination role 
• Capable of managing workloads, prioritising accordingly and working independently
• Self-driven and flexible approach to changing work tasks
• Ability to thrive is a busy and growing educational establishment
• Excellent team working skills

Desirable Skills

• Experience of working with young people
• Experience of working within an education environment

Qualifications Required

Prior qualifications up to Level 3 and English and Maths GCSE

Personal Qualities

• Be able to work independently and complete tasks effectively and on time
• Effective communicator – good listener, a friendly phone manner
• Excellent written and verbal communication skills
• Flexible and adaptable 
• A committed and supportive team member
• Eager to acquire new skills, competencies and proficiencies
• Motivated and embraces new challenges
• Friendly, dependable and hard-working
• An interest in the Creative and Media industries
• An interest in working with young people
• Committed to ongoing professional development and willing to undertake relevant training as required by the role

Dv8 Sussex is an equal opportunities employer and positively welcomes applications from all sections of the community. We are committed to safeguarding all learners enrolled on our programmes and appointment of successful applicants will be subject to satisfactory references being obtained, and an enhanced disclosure and barring service (DBS) check.