Family & Administration Support Co-ordinator

Haven House; Greater London; On-site; GBP 24,000 - 30,000; Full time

Benefits offered by this job

27 days' annual leave

Pension scheme

Free onsite parking

Employee Assistance Programm

Eye care voucher scheme

Cycle to work scheme

Interest free season ticket loan

Job summary

Haven House is seeking an organised, compassionate Family & Administration Support Co-ordinator for a maternity cover of 12 months. The role is the first point of contact for families, combining admin skills with empathy and confident communication during challenging times.

You will support the Care team with data, bookings, referrals and triage, ensuring accurate records. Weekly MDT meetings and Pharmacy Clinic coordination are included.

Qualifications

• Experience with IT systems, databases and Microsoft Office.
• Strong communication and empathy when working with families and professionals.
• Understanding needs of children with complex or additional needs.

Responsibilities

• Acting as a first point of contact for families and professionals, triaging enquiries and ensuring they are passed to the right team promptly.
• Coordinating in-house and community bookings and maintaining accurate records on the Care Database.
• Liaising with families to provide information, reassurance and signposting to relevant services.
• Attending weekly multidisciplinary panel meetings and ensuring referrals are acknowledged and actioned.
• Supporting coordination of the Pharmacy Clinic alongside the Pharmacy Technician (including one Saturday morning per quarter).
• Providing day-to-day administrative support to the Care team, including minute taking and project work.
• Extracting and preparing activity data and supporting audits and reporting.
• Supporting service volunteers and contributing to a smooth-running administrative function.

Skills

Administrative experience

MS Office

IT systems

Communication skills

Empathy

Databases

Tools

Databases

Job description

Salary : Band 1 - £26,936
Hours : Maternity Cover, Fixed term - 12 months (with some flexibility, including one Saturday morning per quarter)
Reporting to : Family & Administration Team Lead

This is an opportunity to be part of a supportive, values-driven organisation where your work genuinely makes a difference. You will play a key role in helping families access care and support during some of the most difficult times in their lives, while being part of a friendly and dedicated team.

About the role

We are looking for an organised, compassionate and proactive Family & Administration Support Co-ordinator to join our Care directorate. This role is often the first point of contact for families, making it ideal for someone who combines strong administrative skills with empathy, professionalism and confidence communicating with people during challenging times.

You will provide high-quality administrative and data support to the Care team, help coordinate bookings and referrals, and ensure information is recorded accurately across our systems. You will also work closely with families and professionals to ensure enquiries are triaged effectively and support is timely.

• Acting as a first point of contact for families and professionals, triaging enquiries and ensuring they are passed to the right team promptly.
• Coordinating in-house and community bookings and maintaining accurate records on the Care Database.
• Liaising with families to provide information, reassurance and signposting to relevant services.
• Attending weekly multidisciplinary panel meetings and ensuring referrals are acknowledged and actioned.
• Supporting coordination of the Pharmacy Clinic alongside the Pharmacy Technician (including one Saturday morning per quarter).
• Providing day-to-day administrative support to the Care team, including minute taking and project work.
• Extracting and preparing activity data and supporting audits and reporting.
• Supporting service volunteers and contributing to a smooth-running administrative function.

About you

• You will have previous administrative experience and be confident using IT systems, databases and Microsoft Office applications. You'll be organised, adaptable and able to manage competing priorities, while remaining calm and professional.
• You'll have strong communication skills and feel comfortable speaking with families, colleagues and external professionals. An understanding of the needs of children with complex or additional needs, and the ability to respond sensitively, is essential.
• Most importantly, you will share Haven House's commitment to compassionate, family-centred support.

As an employee you will be entitled to the following range of benefits:

• 27 days' annual leave
• Pension scheme (company matches contribution up to 7%)
• Free onsite parking
• Employee Assistance Programm
• Eye care voucher scheme
• Cycle to work scheme
• Interest free season ticket loan

Haven House is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. Employment is subject to receipt of satisfactory references and an enhanced DBS check.

Haven House reserves the right to commence the recruitment process before the closing date.