Inspirit Blog

Inspirit are looking for a new “Administrative Coordinator”

Job Vacancy – Administrative Coordinator


The post is initially a 1 year short- term contract from September 1st2018 to August 31st2019.

Hours of work: The post is 16 hours per week, there is some flexibility, but it is expected that the post holder will be in the office across a minimum of three days each week. Time sheets will be required.

Location: Inspirit Office, Leroy House, Essex Road London N1 3QP

Leave: Leave is pro-rata on a 30 day per year FTE excluding bank holidays (for the duration and purpose of this contract this will be 95.5 hours plus Christmas day, Boxing day and New year’s day)

Responsible to: Director of Learning and Development

Salary: £19,136 pa before tax and national insurance

Pension: Inspirit pay into a pension pot 6% or your salary, you may choose to contribute also

Closing date is Friday 17thAugust 2018 at 10am with interviews currently planned on Tuesday 21stAugust 2018 with a view to beginning work on Monday 3rdSeptember 2018

Role description:

As the Administrative co-ordinator you will play an integral supporting role as part of a small team. The purpose of the Administrative co-ordinator is to ensure the smooth operation of Inspirit’s projects. Principally this will be the NHS contract for Health in Justice Patient and Public Participation project but will occasionally require attention to other projects.

Expected Tasks:

  1. Diary management, the post holder will have the responsibility of organising the project calendar, this includes:
    1. Bi-weekly team meetings, one of which is for monthly calendar planning
    2. Monthly group supervision
      1. For the team
      2. For the service user representatives
    3. Sub-group meetings in conjunction with NHS chair approximately every 6 weeks
    4. Monthly service user lunches
    5. HMP quarterly Target Operating Model evaluation meetings
    6. Quarterly training schedule – liaise with Training and Communications Manager
    7. Support the calendar management of the Director of Learning and Development


  1. Meetings support
    1. Take and distribute meeting minutes
    2. Send pre-meeting papers
    3. Email/call/text attendees reminders
    4. Act as point of contact for service users
    5. Support the sub-group communications lead to maintain the PPP subgroup calendar on g-drive


  1. Co-ordinating Service user representative activity
    1. Monitor service user activities and attendance through a timesheet mechanism
    2. Record expressions of interest for projects
    3. Liaise with service user recruitment lead to help plan recruitment
    4. Liaise with Subgroup members and staff to gather information for quarterly reports
    5. Maintain electronic and paper filing systems


  1. Management relations
    1. Arrange and attend team meetings bi-weekly
    2. Attend subgroup meetings
    3. Attend group supervision
    4. Collaborate with other Inspirit team members as needed to attend to specific work plans
    5. Any other minor administrative task as necessary


Person Specification:

We are looking for the following experience, skills and qualities:

Criteria Essential Desirable Application Interview
Experience of:
·       At least one years’ experience of service user settings. This can be in any capacity, as a worker or as a service user X X
·       Demonstrable experience of working within a team X X X
·       Experience of managing priorities X X X
·       Ability to communicate effectively in writing, through electronic media and verbally X X X
·       Ability to use electronic media, particularly Word, Excel, email, internet navigation and online booking forms X X
·       Ability to organise own time and to work independently to achieve an aim X X
·       Good interpersonal communication and negotiation skills X X
Knowledge of:
·       The importance and value of user involvement X X
·       How to negotiate to meet the needs of others X X
·       Knowledge of commissioning and procurement processes X X
Personal Effectiveness Qualities:
·       Well presented X X
·       On time X X
·       To work within the Inspirit ethos of continued personal development through reflective practice X X X
·       To carry out duties with integrity and transparency X X
·       Supporting equality and valuing diversity X X X
·       Working in a solution focused way X X


You will need to address each of the points in the Person Specification above to be selected for an interview.

The application form can be downloaded HERE

Please submit your application form by email to 10am Friday 17thAugust 2018