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Position: Special Days Coordinator
Reporting to: Special Days Team Leader
Direct reports: N/A
Salary: £29,000 per annum
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.
Location: Hybrid working – Minimum 40% of working time to be spent in the office based in Welwyn Garden City, Hertfordshire. Includes occasional local, regional and national travel.
Job purpose: To arrange Special Days for charity beneficiaries and contribute to the day-to-day running of the Special Days team.
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
How to apply
Please send a CV and covering letter to jo.tredgett@willowfoundation.org.uk
Closing date 15th August 2025.
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Full-time
Job function
* Job function
Other
* Industries
Non-profit Organization Management
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