Team Coordinator

Job Description

Job Title:                           Team Coordinator

Report To:                         Director of Place

Start date:                        As soon as possible

Benefits

• 25 days of annual leave increasing with length of service up to 28 days per year
• 8% stakeholders’ pension contribution
• Interest free season ticket loan
• Team building and social events
• Company Sick Pay
• Flexible working
• Training and Development

South Bank Employers’ Group (www.sbeg.org.uk) is a membership association of the major and pre-eminent organisations in the South Bank and Waterloo area, dedicated to achieving the best possible experience for employees, residents, students, and visitors. SBEG is a not-for-profit company, set up in 1991 by a group of businesses and employers to regenerate and transform the South Bank. As an employer, we aim to create a culture that encourages and values diversity.

Our Purpose

We are the champions of South Bank, protecting and enhancing this unique area through creativity, collaboration, and effective delivery.

Our Mission

We work on behalf of businesses, employees, residents, students, and visitors, by setting the agenda, breaking the mould, facilitating co-operation, and delivering programmes that bring improvement and change which protect and enhance this unique area to the benefit of all.

We are the catalyst that ensures that South Bank is:

• A desirable destination for culture, business, and pleasure
• A place which supports and encourages investment and business growth
• A place with a flourishing, healthy and cohesive residential community
• A place which is welcoming to visitors and tourists, and is
• A friendly, clean, colourful, safe, dynamic, and diverse area.

South Bank is a dynamic neighbourhood and continues to undergo significant change. With many high-profile development projects underway and more planned, it’s a place that’s continually redefining aspects of urban and neighbourhood management. For over 31 years, SBEG has been at the heart of these changes and remains committed to addressing the future needs of the area. We work to tackle South Bank’s ongoing investment needs, to ensure that our voice and that of our members is heard.

SBEG coordinates and delivers vital services in the neighbourhood, including cleansing and graffiti removal; enforcement against illegal trading and anti-social behaviour; running a comprehensive security and patrol service for businesses and visitors; coordinating construction activity throughout the neighbourhood; and improving the public realm through the coordination and delivery of capital projects.

We also provide a strong coordinated voice for our community on policy, plans and other matters affecting the South Bank neighbourhood. We are working with statutory authorities on greater localisation of service delivery in the neighbourhood and managing existing environmental and capital improvement projects in the area. We work with South Bank and Waterloo Partnership and are fully committed to achieving the aims and goals of its 2030 Vision (www.sbwp.org/vision-2030).

SBEG also works with and delivers services to Jubilee Gardens Trust (www.jubileegardens.org.uk) the charity that owns Jubilee Gardens - a busy and much-loved landscaped park at the heart of the South Bank, next to the London Eye. With over 90 mature trees, lawns and an enclosed adventure playground, the Gardens attracts over five million visitors each year. Jubilee Gardens Trust is made up of residents’ organisations, local businesses and neighbouring landowners.

Through the South Bank London brand (www.southbank.london) we market and promote South Bank as one of the capital’s top destinations and as the cultural heart of London, and we work closely with our arts organisations, visitor attractions and hospitality operator who collectively  make the neighbourhood one of the most exciting and culturally rich in the world.

SBEG set up South Bank BID (www.southbankbid.co.uk) in 2014 to improve the management of South Bank in the face of increasing footfall and economic growth.  The BID operates under the vision of ensuring that South Bank remains a world-class place for our businesses and all those that work, visit, live and study here.  South Bank BID funds and supports several place-oriented services.

The BID is an influential voice for South Bank businesses and has recently secured an exceptionally strong mandate from its levy payers for a third term which commenced on 1 October 2024. SBEG is the delivery body for the BID, which is a separate company with its own Board of Directors. Through a Service Level Agreement, SBEG delivers all services to South Bank BID Ltd, including operational delivery, marketing and communications, business engagement, corporate governance, financial management and audit functions.

OVERVIEW

This important role sits within the Place Management department, comprising four employees, who oversee three major contracts, with 15 sub-contracted staff. The team also oversees the work of an Outreach Worker, who is focused on the homeless community around Waterloo Station; and two “s92” Police officers who are dedicated to the South Bank area.

Our team is small, but highly innovative and ambitious, with a proven track record of making real improvements to the area for all. The role of Team Coordinator is a critical one. The post holder will play a key and active role in planning the delivery of the department’s objectives. Our work is complex, and the Team Coordinator must deliver to specific targets and objectives, which always looking ahead at how best to achieve our purpose.

South Bank Employers’ Group is now seeking a Team Coordinator to provide operational and administrative support for the effective delivery of a range of programmes, projects and services. Reporting to the Director of Place, the post holder will work with the Place team to support all public realm projects that are directed by the SBEG Board.  These include supporting the South Bank Patrol, South Bank Clean Team contract managers, leading on public realm communications with our members, external partners, and contractors.

Key responsibilities

The postholder will be working across and to the requirements of SBEG, South Bank BID, and Jubilee Gardens Trust.

This role is a varied and interesting role, and the requirements of the post will vary according to the needs of the different programmes and projects, but the key objectives include:

Administration of regular meetings

• Responsibility for the smooth running of the administration functions of the Place department by providing an efficient and comprehensive secretarial and administrative service:
• Administration of the various regular Place Groups and Jubilee Garden Trust committees, including Place Management Group, South Bank Business Watch, South Bank Construction Logistic Group and Jubilee Gardens Trust meetings to include organising attendees and speakers, booking meeting venues, producing agendas, preparing, reproducing and collating papers, taking minutes and action notes, monitoring follow-up procedures
• Chair meetings when required
• Co-ordinate and facilitate steering groups of interested stakeholders

Managing data and filing

• Responsible for digital filing of all Place department files, maintain project files and establish document control procedures
• The collection, organisation, analysis and presentation of data for the South Bank BID’s footfall monitors, South Bank Patrol stats and Clean Team MSR waste indicators
• In this role, you will: apply tools and techniques for data analysis and data visualisation (including the use of business information tools) identify, collect and migrate data to and from a range of systems
• Assist the Director of Place with financial matters including tracking orders and purchases, and registering invoices, and being first point of contact with the Finance and Operations department
• Support the team through the management and maintenance of various databases to include the planning applications database and TrackTik database
• Support the administration of contracts, projects and commissions including data entry, archiving records and monitoring performance reports, produce correspondence and reports

Delivery of projects and services

• Assist the Director of Place, Head of Place Management, and Security Manager in coordinating public realm services and contracts
• Provide support and record keeping of contract management meetings and contract information
• Collate materials, researching and analysing background information to assist the team as required, including the preparation of document summaries, report writing and draft correspondence
• Assist and support construction management function
• Support the delivery of projects/commissions including capital projects
• Support all aspects of the administration of Place portfolio including liaising with members and contractors and building relationships
• Lead on improving the internal processes within the department
• Respond to general enquiries, either written or on the telephone, on your own initiative and to deal courteously with enquiries from members of the public, Board Members, project partners and others
• Take responsibility for all aspects of the administration of Place portfolio
• Play a key role in the delivery of the Place team’s wider objectives

Communications service delivery

• Oversee the management of the Customer Relationship Management (CRM) system to ensure effective information sharing and data management
• Facilitate the acquisition and dissemination of intelligence, consultations, and relevant updates to stakeholders, colleagues and SBEG members
• Support internal and external communication efforts by coordinating key messaging
• Ensure information flows effectively between internal teams, partners, and service users through structured reporting and database management
• Manage email alerts and newsletters

General

• Attend relevant Board and Committee meetings as relevant and provide written and verbal reports on activities, services, project, etc., as needed
• Deputise and provide cover for colleagues when needed
• Assist in regular performance reporting and review performance management data
• Order equipment and implementing and maintaining procedures/office administrative systems
• Undertake any other reasonable duties, as may be required, as consistent with the scope of this role

In addition, you will:

• Comply with SBEG’s Health & Safety policies
• Comply with SBEG’s Equal Opportunities policies
• On occasion, work outside of the normal working week, including evenings and weekends
• Promote an organisational culture that reflects SBEG’s values:

We are Potent. We get things done and we make sure they are done right. We make a difference, and we ensure our work both protects the area we love and moves it forward. We embody a ‘can do ‘attitude - and deliver on our promises. Judge us on our deeds, not just our words.

We are a Disruptor. We are imaginative, constantly looking for new missions to embrace, fresh areas to explore, seeking out new ways of working. We defy convention and set a trail for others to follow.

We are driven by Partnership. We work as a team - amongst ourselves, with our members, and with all the organisations we collaborate with. We facilitate relationships and build networks of individuals and organisations to drive progress in South Bank.

We are Just. We want everyone to benefit from both our work and the success of South Bank, whether they live here, work here, base their business here, or are visiting us. And that goes for our colleagues too.

Person specification

To be considered you must have the following skills and experience:

Experience

• 3 to 5 years' experience in a similar post
• Relevant professional qualifications and/or vocational qualifications
• Experience of report and minute writing
• Experience of successfully delivering project and administrative support functions, including evidence of excellent organisational skills, the ability to manage a heavy workload, to set and work to deadlines, and to work on own initiative
• Experience of undertaking research, and the ability to extract and summarise relevant information
• Experience of providing administrative support to senior managers, of maintaining confidential systems, and the ability to maintain thorough and accurate records
• Proven ability to work effectively as part of a team, working flexibly across professional and operational boundaries, including experience of working with senior staff and external agencies

Skills

• Excellent written and spoken English
• Excellent minutes taking skills are imperative for this post, especially accuracy and timeliness
• Strong numerical skills and attention to detail
• Excellent verbal and written communication skills and the ability to deal tactfully, sensitively, and confidentially with a wide range of individuals
• Good communication skills, both verbal and in writing, and a proven ability to draft clear and concise briefings and correspondence
• High level of expertise in IT software to include MS suite (Word, Outlook, Excel, PowerPoint, Teams), and social media outlets as well as bespoke database software
• Excellent organisational and time management skills, ability to manage a busy schedule and often conflicting deadlines
• Experience of managing financial systems and producing Excel-based analysis

Knowledge

• Understanding of planning, monitoring and reporting on programmes and projects
• Knowledge of financial administration and budgeting
• Understanding of environmental and public realm issues 
• Have a detailed and up to date understanding of public realm issues specifically relating to high profile tourist/business areas
• Understand the unique pressures facing the South Bank area (e.g exceptionally high footfall, local authority funding cuts, complex land ownership), and the need for services to match its central London location and reputation as a tourist destination, translating that knowledge into practical management solutions

Attitude

• Energetic, enthusiastic and keen to deliver real improvements to the area
• Flexible approach to assisting the team with a can-do attitude
• Able to work unsupervised and on own initiative with the ability to prioritise and multi-task whilst also being a team player

To apply

To formally apply, please submit a CV and supporting statement (ideally maximum 2 sides of A4 each) that clearly outlines your suitability for the role against the criteria provided in the person specification, including your interest and motivation in applying for this position. Generic cover letters will not be accepted.

By email to Issie Ryans: issie.ryans@southbanklondon.com

Your interview availability: In the body of your application email, please include your interview availability based on the recruitment timetable set out below, specifically if there are key dates/times you could not attend if invited. If you have any specific preferences or requests, please do let us know so we can do our best to accommodate them. We will automatically schedule a time if you do not let us know and you are invited for an interview.

We know the importance of creating recruitment processes that are fair, inclusive, and free from bias. We are committed to promoting equality and diversity and developing a process that values differences.

If you experience any technical or accessibility difficulties, need help making an application, or have any additional support that needs to be considered as part of the interview and selection process, please let us know.

Recruitment selection processes are based on evidence of competence stated in the person specification and in relation to our values.

Recruitment timetable

Application closing date:                              10am Monday 3 March 2025

Candidates informed of outcome:             COB Tuesday 4 March 2025

Interviews (London):                                     Thursday 6 March 2025                                

South Bank Employers’ Group is an Equal Opportunities Employer and aims to ensure that no job applicant is discriminated against on the grounds of gender, age, marital status, disability, sexual orientation, ethnic origin, race, religion or belief