Special Day Coordinator
| Posting date: | 30 July 2025 |
|---|---|
| Salary: | £29,000 per year |
| Hours: | Full time |
| Closing date: | 15 August 2025 |
| Location: | AL8 6NS |
| Remote working: | Hybrid - work remotely up to 3 days per week |
| Company: | Willow Foundation |
| Job type: | Permanent |
| Job reference: |
Summary
Reporting to: Special Days Team Leader
Direct reports: N/A
Job purpose: To arrange Special Days for charity beneficiaries and contribute to the day-to-day running of the Special Days team.
Hours: Full time, Monday to Friday (37.5 hours per week) with on-call rota for evenings and weekends. Some flexible working will be required.
Key Responsibilities:
• Planning and organisation of Special Days for beneficiaries
• Ensuring Special Days are arranged within agreed budgets and targets
• Maintaining relationships with individuals and organisations involved in the delivery of Special Days
• Ensuring Special Days are delivered to the agreed highest standards of quality and care for beneficiary needs
• Communicating verbally and in writing with individuals and organisations for the purposes of answering queries about the service, arranging Special Days and promoting the charity and its services
• Coordinating volunteer support within the Special Days team
• Supporting the post-Special Day follow up process. Engaging with beneficiaries and their networks to continue relationship with the charity
• Undertaking projects and working with other departments in the charity
• Contributing to the development and implementation of systems and processes to assure service effectiveness
• General administration and reporting of information relating to Special Days
• Undertaking training and development to increase own skill set
• Supporting Special Days Director and undertaking other responsibilities that may be required from time to time
Behaviours
• Takes initiative and makes decisions whilst acting within agreed guidelines
• Comfortable in an environment where hearing distressing personal circumstance is commonplace
• Communicates with individuals and organisations in a professional, calm and respectful manner
• Takes pride in striving for and achieving excellence
• Positive and pro-active approach to work
• Embraces change and can adapt well to new situations
• Demonstrates willingness to develop new skills and take on extra responsibilities
• Works successfully as part of a team
Skills and abilities
• Strong verbal and written communication skills, with the ability to tailor communications to a variety of audiences - e.g. beneficiaries, suppliers, medical professionals
• Excellent listening skills and ability to empathise with seriously ill young adults and their friends and families
• High attention to detail
• Ability to manage own workload and successfully cope with conflicting priorities
• Highly resilient
• Ability to interpret and analyse information - e.g. Special Day application forms and in response, to put forward appropriate proposals
• Ability to negotiate with suppliers, looking to maximise value for Willow
• Strong problem-solving skills – ability to overcome obstacles and challenges
Knowledge and experience
• Knowledge and experience of delivering excellent customer service
• Knowledge and experience of analysing information and making recommendations in a customer facing role
Direct reports: N/A
Job purpose: To arrange Special Days for charity beneficiaries and contribute to the day-to-day running of the Special Days team.
Hours: Full time, Monday to Friday (37.5 hours per week) with on-call rota for evenings and weekends. Some flexible working will be required.
Key Responsibilities:
• Planning and organisation of Special Days for beneficiaries
• Ensuring Special Days are arranged within agreed budgets and targets
• Maintaining relationships with individuals and organisations involved in the delivery of Special Days
• Ensuring Special Days are delivered to the agreed highest standards of quality and care for beneficiary needs
• Communicating verbally and in writing with individuals and organisations for the purposes of answering queries about the service, arranging Special Days and promoting the charity and its services
• Coordinating volunteer support within the Special Days team
• Supporting the post-Special Day follow up process. Engaging with beneficiaries and their networks to continue relationship with the charity
• Undertaking projects and working with other departments in the charity
• Contributing to the development and implementation of systems and processes to assure service effectiveness
• General administration and reporting of information relating to Special Days
• Undertaking training and development to increase own skill set
• Supporting Special Days Director and undertaking other responsibilities that may be required from time to time
Behaviours
• Takes initiative and makes decisions whilst acting within agreed guidelines
• Comfortable in an environment where hearing distressing personal circumstance is commonplace
• Communicates with individuals and organisations in a professional, calm and respectful manner
• Takes pride in striving for and achieving excellence
• Positive and pro-active approach to work
• Embraces change and can adapt well to new situations
• Demonstrates willingness to develop new skills and take on extra responsibilities
• Works successfully as part of a team
Skills and abilities
• Strong verbal and written communication skills, with the ability to tailor communications to a variety of audiences - e.g. beneficiaries, suppliers, medical professionals
• Excellent listening skills and ability to empathise with seriously ill young adults and their friends and families
• High attention to detail
• Ability to manage own workload and successfully cope with conflicting priorities
• Highly resilient
• Ability to interpret and analyse information - e.g. Special Day application forms and in response, to put forward appropriate proposals
• Ability to negotiate with suppliers, looking to maximise value for Willow
• Strong problem-solving skills – ability to overcome obstacles and challenges
Knowledge and experience
• Knowledge and experience of delivering excellent customer service
• Knowledge and experience of analysing information and making recommendations in a customer facing role