Provision Coordinator - Hybrid role in London

Location: South West London

Salary: £28,000 per annum

Hours: 37.5 hours per week, Monday to Friday, 8:30am – 4:30pm

Contract: Permanent, subject to a 6-month probation period

Start Date: TBC

About the Organisation

Our client is a managed education service providing 1:1 tuition and mentoring for children and young people who are temporarily outside formal schooling or require additional educational support. Founded and led by qualified teachers, the organisation is responsible for designing, delivering and quality-assuring every programme it provides. They work with some of the most vulnerable young people in the country and hold themselves to the highest standards of safeguarding, quality and professional practice.

About the Role

We are looking for a highly organised, proactive and people-focused Provision Coordinator to join a busy Operations and Shared Services team. This is a key operational coordination role, supporting the smooth delivery of education programmes from set-up through to completion. You will act as a main point of contact for parents, tutors and commissioners, ensuring that information is accurate, communication is clear and programmes run efficiently.

This is not a specialist teaching role. However, it does require excellent organisation, strong customer service skills, confidence communicating with a wide range of stakeholders, and the ability to manage detailed information across multiple live programmes at the same time. You will work closely with education leads, senior coordinators and the wider operations team to ensure every learner, family, tutor and commissioner receives a professional, reliable and high-quality service.

Key Responsibilities

• Programme Administration and Systems: You will be responsible for setting up, maintaining and closing education programmes accurately across internal systems and platforms. This will include creating learner and programme records, processing referral information, managing documentation and ensuring all session records remain accurate when programmes change. You will also support the document workflow for each programme, including confirmation forms, statements of work and contracts, while maintaining accurate file structures and ensuring tutor and client portal access is in place before programmes begin.
• Stakeholder Communication and Customer Service: You will act as a first point of contact for parents, tutors and commissioners on day-to-day operational and logistical matters. This will include responding to queries, sending proactive updates and supporting clear communication around reports, term dates, attendance expectations and programme information. You will also manage tutor absence processes, communicate with affected families and escalate more complex or sensitive issues to the relevant education lead promptly and professionally.
• Attendance, Reporting and Compliance: You will monitor learner attendance across assigned programmes, identifying concerns early and flagging issues before patterns develop. You will also ensure progress reports are distributed in line with agreed schedules. A key part of the role will involve maintaining accurate data to support safeguarding, audit and quality assurance requirements. You will be expected to handle all learner, family and commissioner information with professionalism, discretion and in line with data protection policies. Any safeguarding concern, however minor, must be raised immediately in accordance with safeguarding procedures.
• Team Contribution: As part of the shared services team, you will work flexibly across programmes, support colleagues during leave or absence and contribute to team meetings. You will also be encouraged to identify process improvements and flag operational concerns to help strengthen the service.

The Ideal Candidate

The successful candidate will be someone who is highly organised, accurate and calm under pressure. You will enjoy working with people, take pride in delivering excellent service and be confident managing a busy workload where priorities can change quickly. You will need strong written and verbal communication skills, with the ability to build positive relationships with families, tutors, professionals and commissioners. Confidence speaking on the phone and via video calls is essential, as is the ability to adapt your tone depending on the situation.

Essential Requirements

• Strong organisational skills and the ability to manage a complex, high-volume workload accurately
• Excellent communication and interpersonal skills
• Confidence using CRM systems, Microsoft Office and digital administration tools
• High attention to detail and a commitment to accurate record-keeping
• Ability to manage competing priorities and flag risks proactively
• Professional maturity, discretion and sound judgement when handling sensitive information
• Genuine motivation to support vulnerable children and young people
• 5 GCSEs at grade C or above, including English and Maths, or equivalent

Desirable Experience

• Experience working in education, social care, health, local authority services or the third sector
• Knowledge of SEND, alternative provision or local authority commissioning
• A Levels or equivalent Level 3 qualification

Safeguarding

Our client is committed to safeguarding and promoting the welfare of children and young people. This role is subject to a basic DBS check, satisfactory references and completion of the safer recruitment process.

Apply

If you are an organised, professional and people-focused coordinator who wants to play a key role in supporting vulnerable young people to access education, we would love to hear from you. We are committed to safeguarding children. Each applicant will be expected to undertake compliance checks including Prohibited list, Barred list, DBS and Qualifications.