Provision and Administration Coordinator

Provision & Administration Coordinator

Location: Hybrid working with a minimum of two days per week at our Chopwell office during term time. Regular travel to Stomping Grounds sites may be required

Reports to: Deputy CEO

Line Management Responsibility: Two Business Admin Apprentices

Hours: Full-time, 35 hours per week

Salary: £28,000 per annum

Contract: Maternity Cover (12 months)

How to Apply

Please note that we do not accept CVs.

To apply, please visit the Join Our Team page on the Stomping Grounds website (https://www.stomping-grounds.org/), where you can download an application form and self-disclosure form.

To be considered for this role, you must complete both the application form and the self-disclosure form and upload them via the Join Our Team page.

Applications submitted by CV only will not be considered.

About us

Stomping Grounds is a North East charity using the power of nature, play and community to support children, young people and families to thrive. We deliver a range of programmes including Alternative Provision, Holiday Activities and Food (HAF) programmes, family activities, youth provision and early years services. Our work is rooted in relationships, inclusion and creating opportunities for people to connect with nature and themselves.

Purpose of the role

The Provision & Administration Coordinator plays a key role in ensuring the smooth and effective delivery of Stomping Grounds' programmes and services. This varied and fast-paced role combines provision coordination with operational administration. You will oversee referrals, placements, timetabling and reviews while supporting the systems, processes and administrative functions that enable our teams to deliver high-quality services for children, young people and families.

Key Responsibilities

Provision Coordination

• Coordinate referrals, assessments, placements and reviews across Stomping Grounds provision
• Manage weekly timetables, staffing rotas and placement capacity across services
• Work closely with schools, families, local authorities and commissioners to ensure provision meets individual needs
• Coordinate reviews and contribute to EHCP assessments, annual reviews and other professional meetings
• Support quality assurance, reporting requirements and continuous improvement across provision
• Work closely with delivery teams to ensure high-quality services and positive outcomes for young people

Operational Administration

• Oversee day-to-day administrative systems and processes across the organisation.
• Coordinate shared inboxes, customer enquiries, bookings and organisational communications.
• Ensure registers, records, databases and operational documentation are maintained accurately and in a timely manner.
• Support the administration and reporting requirements of holiday clubs, funded programmes and commissioned services.
• Oversee invoicing processes and provide administrative support for finance, HR and compliance activities.
• Coordinate recruitment administration, onboarding processes and staff records.
• Support internal communications, meetings and information sharing across teams.
• Identify opportunities to improve administrative systems, processes and ways of working

Line Management and Team Support

• Provide day-to-day support, guidance and task allocation for Administration Apprentices.
• Conduct regular one-to-one meetings and support apprentice development
• Assist with training, coaching and monitoring progress against apprenticeship requirements
• Promote a positive, supportive and collaborative team culture.
• Other duties as required.

Person Specification

Essential skills

• Excellent organisational and coordination skills with the ability to manage multiple priorities simultaneously
• Experience coordinating complex schedules, programmes, services or project.
• Strong administrative experience, including managing systems, records and processes
• Excellent written and verbal communication skills
• Experience building positive relationships with a wide range of stakeholders
• Strong IT skills and confidence using online systems and databases
• Experience supervising, supporting or coordinating the work of others
• Commitment to inclusion, equality and the values of Stomping Grounds

Desirable skills

• Experience working within education, alternative provision, youth work, early years, community services or the voluntary sector
• Knowledge of SEND, EHCPs and alternative provision pathways
• Experience working with children and young people who have experienced trauma, exclusion or additional needs
• Experience coordinating referrals, assessments or placements
• Experience of working with local authorities, schools or other commissioners
• Experience using booking, CRM, finance or management information systems
• Experience supporting apprentices or junior staff members
• Understanding of safeguarding requirements within education, childcare or youth settings

Stomping Grounds is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. The successful candidate will be subject to safer recruitment procedures, including an enhanced DBS check and satisfactory references

Pay: £28,000.00 per year

Benefits:

• Casual dress
• Company pension
• On-site parking

Work Location: Hybrid remote in Newcastle upon Tyne NE17 7HU