Operational Contingency Team Coordinator

Job Description

Recruitment Coordination

 

• Coordinate and overview the recruitment of OCC, working with the Screening Department.
• Ensure that the current advertisement is accurate and up to date, review all CV’s selecting candidates that meet the set criteria.
• Conduct relevant interviews, ensuring that the candidate is fully aware of the role, the level of fitness / health and commitment required.
• Overview the Onboarding process working alongside the Screening Department, to ensure that candidates are fully screened in time to attend the relevant courses.
• Attrition Analysis should be tracked monthly, highlighting trends and levels, providing information that may require changes to recruitment.

 

Training Courses & Administration

 

• Liaising with the FSSM, data should be collated to determine the number of Initial and Refresher training courses that need to be planned well in advance for all disciplines, annually.  Data should be constantly monitored to ensure that levels of OCC are on track to meet the contract requirements.
• An annual training course timetable should be produced for reference, when agreed with the Fire Service College.  A separate ‘drivers’ course timetable should also be produced for reference, when agreed with the Driver Training supplier.
• All courses, for all disciplines should be adequately populated to minimise financial risk, and inadequate numbers of trained crew.  This will require timely liaison with Branch Managers for internal crew, direct contact with external crew, and liaison with Driver agency and other third-suppliers where appropriate.
• Ensure that the relevant up to date ‘Joining Instructions’ are issued to crew well in advance of the training course, accommodation is booked, and the Fire Service College is kept up to date regarding attendees.
• Collate all information required to order PPE and uniform for course attendees well in advance, liaise with the Supplier accordingly.
• Coordinate appliance service inspections schedule with third-party supplier, ensuring adequate resources are available to facilitate OCC training courses.
• Ensure that a member of the Fire Division is present during courses to Welcome the crew, issue uniform and complete relevant paperwork. 
• Collaborate with the Fire Service College during the course, to deal with any issues that arise / situations that arise. 
• Report equipment / vehicle defects through the correct reporting procedure.
• Roster crew into Timegate, update the Uniform Issue Log, update expenses on Concur and ensure all relevant paperwork from the course is completed.
• All training records should be timely updated with the relevant accurate information.  The training records should be monitored regularly to ensure that crew have received training within set timeframes.
• Overview and track all financial processes for the OCC, including the payment of crew, uniform, PPE, courses, accommodation, expenses etc.  This information should be retained in a spreadsheet for reference.
• Training Data Analysis – data should be collated on failure rates / reasons for failing / withdrawing from training and not showing up to courses.  This data should be used to improve the recruitment and selection process and assist in planning the training course requirements ongoing.
• Support the management team to coordinate, client meetings, audits, visits to FSC and meeting room bookings/accommodation arrangements.
• Working with the relevant management team ensure that the relevant structure, processes and administration are in place for (Gold Command) in preparation for a deployment.

Data Analysis and Contract Performance

• Working with the SFFM, produce a Monthly Dashboard Report to provide an accurate overview of the ‘state of readiness’ for deployment, highlighting risk areas and solutions / options.
• Working with the SFFM, produce a monthly SLA report for the LFB.
• Liaise and work with relevant personnel, to ensure that all OCC Manuals, Flow Charts and Deployment paperwork are kept up to date in readiness for deployment.
• In the event of OCC deployment, be prepared for extended hours of work at operational bases as required, working with the FSSM to manage the (Gold Command).

Qualifications

Essential 

• Excellent written and verbal communication skills 
• High level of customer service, the ability to converse at all levels
• Excellent organisation and multi-tasking, with the ability to prioritise tasks in a fast-moving environment
• Professional image and work ethos
• Leadership skills and the ability to negotiate
• Analytical skills with attention to detail
• Strategic thinking (planning and forecasting)
• Be able to manage own workload and use initiative
• Team player and commitment to working within a team
• Ability to network and forge good relationships internally and externally.
• Intermediate / Advance knowledge level in the use of MS Office, specifically Outlook, Word, Excel & SharePoint

Desirable 

• Previous experience in recruitment role – sifting applications, interviewing etc.
• Previous administration experience within a busy administrative/coordination post 
• Previous experience in the service sector

Additional Information

Salary - £28,700 per annum