Interview Flashcards
IT Skills
Outlook - emails
Word - templates for notes, actions, and minutes
Excel - meeting agenda and action log, spend profiles, journals, master education list
Mercury E5 System - POs, invoices, and creating supplier records - coached colleagues to be able to raise POs
MS Teams - meetings, chat, team sites
Skype - instant messaging, audio calls (external or internal)
Record and Document Production
Emails to colleagues, other members of the organisation e.g. county property team and WCF finance team
Always have to ensure the right email is used and to never share personal emails to avoid a data breach (GDPR 2018)
Proof reading for colleagues - Sufficiency reports and Pershore review documents - always use track changes feature
Published on the organisation’s website which means the document has to be as accessible as possible
SCULPT - structure, colour and contrast, use of images, links, plain english, table structure (Equality and Diversity Act 2010)
Also have to check for grammatical and spelling mistakes and make recommendations to improve flow using comments feature
Have also coached others to make sure their documents are accessible
Word - created template for team workshop sessions, includes attendees, apologies, agenda, links to documents, notes, and actions or gaps.
Interpersonal skills
Communications
Use Skype and email to communicate with colleagues, schools, and suppliers
Email when communication needs to be saved, skype to discuss issues or problems but would usually email afterwards to clarify conversation
Manage team inbox and deal with routine and finance queries. Forward other queries to relevant colleagues
Quality
Take notes during meetings and then edit them afterwards to make sure there are no mistakes.
Have made reccomendations to change documents and processes, edited spend profile template to keep record of all purchase orders and invoices for each project. Also added in section to show the project manager for each project to streamline the finance process by keeping a record of which officer is managing which project.
Started to use Outlook webpage to book team meetings to ensure invites are sent from the right email as I kept sending invites from my email rather than the team’s.
Showed other colleagues how to use this app as it makes it easier to book meetings by showing attendees’ availability.
Planning and Organisation
Use Outlook calendar to book time for specific tasks so that I can prioritise and manage my time effectively
Make sure to complete finance tasks as soon as possible to reduce delays for supplier payment and problems with schools’ finances
Organise team meetings, workshop sessions, and WCF Accommodation and Property Panel meetings
Take notes and actions for these meetings
Send to attendees after meeting and make sure to send out agenda before the meeting so that people can reccomend agenda items or send relevant documents
Link agenda and actions to meeting invites
Organise school visits and team events such as Christmas meals and team away days.
Helped to create a google questionnaire so that team members could vote for the cocktails they would like to make on our away day
Compiled data into spreadsheet to calculate results
Take everyone’s food orders to book christmas meal in advance
Purpose and background of WCF
Purpose: Worcestershire Children First is responsible delivering services to support children and young people in Worcestershire.
WCF is completely owned by Worcestershire County Council, the local authority for Worcestershire. The COuncil is run by elected councillors and funded by taxes and grants such as council and business taxes.
As a public sector organisation, we are a non-profit company.
Values of WCF
Keeping children and young people at the heart of everything we do,
Supporting and empowering parents to care for their own children well,
Valuing education as the best start in life for all children,
Acting in a professional way to protect children from harm,
Championing equality, diversity, and inclusion
WCF’s Activities
Children’s Social Care
Education
Early Help
SEND
Foster Care
Aim of WCF
To support children and young people to be happy, healthy and safe
Vision of WCF
Our vision is for Worcestershire to be a wonderful place for all children and young people to grow up
Effect of political/economic environment on WCF
Organisational Structure
WCC run by elected counsellors
WCF daughter company of WCC
WCF run by Chief executive and directors of each sector
Director for Education, Early Years and Children with Disabilities has authority over the team that I work for
The sufficiency and place planning team is made up of the team manager, accommodation managers, provision planning officers, analysts, and the team administrator.
As the administrator: I act as first point of contact for the team by managing the team email inbox, managing and delegating Freedom of Information Requests and picking up all routine queries by email and phone.
Support my colleagues by organising meetings, reminding them of deadlines, helping to train new starters with our systems and procedures, and passing queries to the relevant colleagues.
Stakeholders
Schools, specialist education providers, nurseries, and all other education establishments.
Suppliers
Other members of the organisation
Communicate with schools and suppliers using email and skype. Discuss finance queries and issues, and to organise site visits.
Communication is essential to maintain good stakeholder relationships.
Communicate with other members of the organisation using Skype, Teams, and email. Problem solving, brainstorming, 121s.
External Environment Factors
Covid
