PA Coordinator

INDEPENDENT LIVES (DISABILITY)

Worthing, West Sussex

Full-time

Listed today

Job Description
PA Coordinator

35 hours per week

Salary

Hours

Type of contract

Permanent

Location

The role is office based in Worthing, West Sussex. With some
travel around Sussex and beyond.

Reporting to

Head of Direct Payments and Personalisation

Purpose of the role

The PA Coordinator is a key member of the Direct Payments team, responsible for
building, managing and maintaining a comprehensive database of Personal Assistants (PAs)
to support Independent Lives' Direct Payment customers.
The postholder will proactively source and recruit PAs to meet the specific needs of
individual customers, raise awareness of PA work through community outreach and
events, and act as the primary link between PAs, Direct Payment advisers and the
customers they support. They will champion a positive, supported experience for all PAs
associated with Independent Lives, ensuring compliance, ongoing development and strong
working relationships.
Future potential to support with the training service delivery may become part of this
role.

Overview

• Build, develop and manage a PA database including right to work checks, DBS records and

training requirements

• Proactively source and recruit PAs to match the specific needs of Direct Payment

customers

• Raise awareness of PA opportunities through community outreach, events, job fairs and

partnership working

• Act as the key link between PAs, Direct Payment advisers, Recruitment Coordinator and

customers, facilitating introductions and ongoing support

• Coordinate and facilitate PA engagement through digital platforms including Microsoft

Teams meetings and WhatsApp group communications

• Monitor and support PA wellbeing and performance after placement, checking in to ensure

positive working relationships

• Maintain compliance across the PA database, sending reminders for training renewals and

documentation update

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Key responsibilities and accountabilities

PA Database Management

1.1. Build and maintain a comprehensive, up-to-date database of Personal Assistants available

to support Direct Payment customers

1.2. Ensure all PA records are complete and compliant, including right to work

documentation, DBS checks and relevant training certificates

1.3. Implement and manage a system of automated or manual reminders for training

renewals, DBS expiry and documentation updates

1.4. Ensure data is stored securely and in compliance with GDPR and Independent Lives' data

protection policies

1.5. Regularly audit and quality-assure the database to maintain accuracy and reliability

PA Sourcing and Recruitment

1. Proactively identify and source PAs to meet the specific support needs of

individual Direct Payment customers

2. Develop and implement creative strategies to attract new PAs to the database,

targeting a wide range of potential candidates

3. Attend community events, job fairs and outreach activities to raise awareness of

PA roles and opportunities

4. Build relationships with partner organisations — including Job Centres, schools,
community groups and local employers — to widen the pool of available PAs
5. Promote PA opportunities through a range of channels including social media,

community networks and events

PA-Customer Recruiting and Coordination

1. Work with Direct Payment advisers to understand customer requirements and

support to source specific PA candidates.

2. Act as the go-between for advisers and PAs during the recruitment process,

ensuring clear communication and a smooth transition

3. Follow up with sourced PAs/customers/advisers after placements begin to check

that working relationships are developing well

4. Support the resolution of any early issues or concerns, escalating to the relevant

adviser where appropriate

PA Support and Engagement

1. Establish and coordinate regular PA engagement opportunities, including

Microsoft Teams meetings and WhatsApp group communications, so that PAs feel
connected and supported

2. Act as a named point of contact and source of support for PAs associated with

Independent Lives

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3. Signpost PAs to relevant training, information and resources to support their
professional development, ensuring all mandatory training is completed.

4. Foster a culture of belonging and support among the PA community, reflecting

Independent Lives' values of inclusion and community

5. Gather feedback from PAs to continually improve the support and coordination

offer

Partnership and Outreach

1. Develop and maintain effective working relationships with external partners

including Job Centres, schools, community organisations and voluntary sector
groups to promote PA opportunities

2. Represent Independent Lives at job fairs, community events and outreach

activities to raise the profile of PA work

3. Identify and explore new opportunities for partnership working that could expand

the reach of the PA recruitment offer

4. Contribute to communications and marketing activity relating to PA recruitment

and the direct payments offer

Compliance and Quality Assurance

1. Ensure all PAs on the database have completed a right to work check, current DBS

certificates and required training

2. Monitor compliance deadlines and proactively manage renewals and updates
3. Adhere to all relevant safeguarding, health and safety and organisational policies

in relation to PA recruitment and management

4. Contribute to the continuous improvement of processes, systems and procedures

within the direct payments service

General

7.1

7.2

7.3

7.4
7.5
7.6

7.7

The post holder is expected to work within and actively promote the mission,
values and vision of Independent Lives to external stakeholders
and staff members, and to comply with all Independent Lives policies and procedures.
Annual objectives will be set out for this role which will be used to monitor
and evaluate performance within the appraisal system.
To maintain a professional knowledge and competence and attend relevant training as
required.
Attend team meetings and supervision meetings with line manager.
Other tasks within the remit of the job may be required from time to time.
The job description will be kept under review to ensure that it remains up to
date.
The job holder will be consulted about any proposed changes to the role

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Person Specification

Experience

Essential

Desirable

Experience of working in a coordination, administration or support role
within health, social care or the voluntary sector
Experience of building and managing a database or records management
system
Experience of community outreach, engagement or awareness-raising
activity
Experience of working with disabled people, carers or people
accessing social care

✓

Experience of partnership working with external organisations such as
Job Centres, community groups or schools
Experience of supporting or coordinating volunteers or a workforce of
independent workers
Experience of working within a Direct Payments or personalisation
context
Experience of event attendance or public-facing outreach work

Values
Community – Willing to adapt approach based on customer need
Innovative – Happy to make suggestions on how to improve the
processes
Inclusive - Supportive of equality and diversity with the ability to
promote an inclusive service and workplace
Excellence - Strong attention to clarity and detail and maintenance
of accurate documentation
Skills, Knowledge & Aptitudes
Strong organisational skills with the ability to manage a database and
multiple priorities simultaneously
Excellent interpersonal and communication skills, both written and verbal

Ability to build effective relationships with a wide range of people
including PAs, customers, advisers and external partners
Proficient in Microsoft Office including Word, Excel and Teams
Comfortable using digital communication platforms including WhatsApp
and Microsoft Teams
Good understanding of GDPR and data protection obligations in a service
delivery context
Good understanding of safeguarding legislation and practice in relation to
adults
Understanding of right to work requirements and DBS processes
Knowledge of Direct Payments, personalisation and the social model of

✓
✓

✓

✓
✓

✓

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disability
Knowledge of the local voluntary, community and social enterprise (VCSE)
sector in Sussex & Wiltshire
Qualifications
Evidence of continued professional development relevant to the role
Relevant qualification in business administration, social care, community
development or a related field
Other
Commitment to the values and mission of Independent Lives

Flexibility to work extended hours including evenings and weekends on
occasions when required
Able to commute reliably to the head office and travel around Sussex for
outreach and events

Well-presented and professional in approach

✓

✓
✓

✓

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Connect with a cause that needs you!

PA Coordinator