Panel Coordinator/ minute taker

Job Title: Panel Coordinator/ minute taker
Contract Type: Contract
Location: London
Salary: £17 - £21 per hour
Start Date: 2019-04-01 00:00:00
Reference: 775107170
Contact Name: Marta Dimetros
Contact Email:
Job Published: March 21, 2019 14:13

Job Description

An exciting opportunity has just arisen within the children's services department of a central/West London local authority as a panel coordinator.

This position is inititally 6 months with a view to go permanent 
P.A.YE. £16.82 per hour
LTD rate £21 per hour
To be responsible for the co-ordination, minute taking and data collection of the Tri-borough Fostering and Adoption panels of which there are 3 a month and they are chaired by an Independent Chair, with panel members comprising of Children Services’ employees, independent members, councillors and medical advisors.


To be responsible for ensuring the security of highly confidential records both in accordance with Children’s Services information governance procedures and as written in national legislation. (For this reason the position requires the post holder to undertake an enhanced DBS check every 3 years)

 Before panel meetings:

  • Production of an annual schedule of meetings.

  • Maintenance of a panel booking system.

  • Notification to social workers of panel schedule and deadlines, arrangement of accommodation and refreshments for meetings with, and if practicable, a private waiting area for applicants and others attending the meeting.

  • Preparation of agendas.

  • Working with the Agency Adviser, liaison with social workers and managers as required, to ensure that the panel’s requirements are met.  This should include ensuring that social workers submit reports in good time, in the quantity required and in conformity with the panel’s requirements.

  • Responding to enquiries from social workers about appearances before the panel, panel procedures and reporting requirements. Responding to applicants/carers enquiries about attending panel.

  • Receiving of reports and bringing to the attention of the Agency Adviser any apparent gaps.

  • Ensuring that appropriate members and numbers are able to attend meetings to ensure a quorum.

  • Liaison with the Agency Advisor about requests in relation to observers.

  • Arranging for the collating of papers and ensuring that they are sent out securely  to panel members.

  • NMS.17.4 requires that ‘all necessary information is provided to panel members at least 5 working days in advance of the panel meeting to enable full and proper consideration.’

  • Ensuring that meeting and waiting rooms are prepared for the meeting, that name plates / badges are ready, that spare reports are available, that refreshments are ready, that recording equipment if used is functioning, etc.

 At the meeting:

  • Taking minutes: An adoption/fostering panel must make a written record of its proceedings, its recommendation and the reasons of its recommendation, noting in particular recommendations made and reasons given.

  • Drawing to the attention of the Chair any matters requiring his or her attention.

  • Arranging for the secure and safe disposal into a confidential waste bin or deletion from I-pad of confidential panel papers.

  • Administrative tasks in relation to the payment of independent panel members

  • Drafting minutes, of a high quality and accuaracy, including recommendations made and reasons given at the end of panel with the chair and agency advisor.

  • Submitting draft minutes to the panel members for ratification.

 After the meeting:

  • Ensuring that the Agency Decision Maker (Director of Children’s Services) receives the agreed minutes and any other papers required for the decision to be made. 

  • Ensuring that applicants, the child’s parents or guardian and social workers are notified in writing of decisions.

  • Providing the social worker with relevant minutes.

  • Scanning and uploading completed panel documents onto the relevant Local Authority systems.

  • Maintaining full records of panel business, including agenda, reports and minutes.

  • Maintaining records for performance monitoring, government returns and the annual report.

  • Recording information from the agency quality assurance feedback forms completed by services users, social workers and panel.

 Other responsibilities:

  • Administrative tasks in relation to the recruitment f panel members onto the Central List.
  • Maintenance of records of central list members, DBS checks, professional qualifications, references, confidentiality agreements etc.
  • Ability to keep statistics for the Agency Advisor and produce figures for meetings as required using Excel.
  • Administrative tasks as required by the Agency Advisor for decisions by the Agency Decision Maker for children’s plan of adoption. 
  • Administrative tasks in relation to intercountry adoptions.
  • Minuting adoption disruption meetings, Quarterly Audit Panel meetings and other professional meetings as required
  • Administrative tasks in relation to Panel members annual Performance Reviews and training.
  • Regular archiving of panel papers

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