Client Coordinator

JOB TITLE:

Client Coordinator  

REPORTING LINE

Head of Trusts 

General Administration 

• Provide meeting coordination support and assistance by scheduling, inviting, booking meeting rooms, coordinating relevant documentation and taking meeting notes as and when required
• Coordinate and organise events, functions and workshops when required by receiving brief and budget, coordinating event, coordinating payment of providers and facilitating that the event delivers the required objectives as required
• Provide office-based support to Head of Trusts and Programme team as and when required by receiving requests, sourcing information and distributing accurately and on time and to agreed standards
• Coordinate client fund progress and information gathering by requesting required information, collating, developing first level reports or standard reports, checking for accuracy and completeness and distributing as per approved procedure within deadlines 
• Coordinate travel arrangements by following the travel policy as and when required.
• Draft meeting documentation when required including but not limited to agendas, minutes and trustee action plans by attending the meetings, taking minutes, drafting first draft documents and submitting for approval and amendment within approved deadlines
• Maintain any existing client/stakeholder databases as required.
• Provide direct personal assistant support to the Head of Trusts as and when required.
• Develop a direct line of communication with the Trustees, under the direction and supervision of the Head of Trusts.
• Keep a full register of minutes and signed minutes of both Sub-committee and Trustee Meetings.
• Own all governance processes, together with the Risk and Compliance Officer, keeping the Head of Trusts up to date on submissions and collating documents required for submissions to the Master. 
• Ownership of the Trust’s Sharepoint / TEAMS site, ensuring that all most recent documents are regularly uploaded.
• Creation and ownership of a Client Portal on Sharepoint, updating documents as an when required and keeping the register of documents up to date. 
• Assistance with the scheduling of deadlines for deliverables on Project Manager, as well as assigning of individuals to tasks.
• Facilitation of expenses on IntegriT including the payment of management fees, trustee fees and other service providers. 
• Provide any other administrative support, by receiving requests and implementing as and when required

Report Data Coordination

• Collect required reporting data by sourcing and requesting information, checking data for accuracy and completeness, placing into database, conducting first level analysis and evaluation and presenting 
• Complete reports accurately, completely and compliantly by putting required data into reports according to standard templates and defined standards and resolving issues within SLA
• Develop and submit any other reports by collecting required information, collating and submitting according to the defined structure within deadline 
• Draft and submit adhoc reports according to standards and by deadlines by receiving request, drafting report, reviewing and submitting by deadline and to standard