UCL ADVANCES
Job Description & Person Specification:
TRAINING CO-ORDINATOR
1. Background Information
UCL – a university, a community, a world-class reputation …
UCL is one of the UK’s leading universities, a world-class multidisciplinary research and teaching
institution, whose staff and former students have included 26 Nobel Prize winners. Founded in 1826,
UCL was the first university in England to admit students regardless of race, religion or gender. It
continues to thrive on the creativity and diversity of its community which today comprises 10,000 staff,
13,000 undergraduates and 9,000 graduate students from 130 countries across the globe.
Constitutionally part of the federal University of London, UCL is in practice an independent university,
with an annual turnover of over £800 million. Its 70 departments span arts and humanities, social and
historical sciences, law, architecture and the built environment, engineering sciences, mathematical and
physical sciences, life and clinical sciences, and medicine. UCL includes academic units as diverse as
the UCL Slade School of Fine Art, the UCL Bartlett School of Architecture and the UCL Institute of Child
Health, which is associated with Great Ormond Street Hospital.
75% of UCL’s departments received ratings of ‘excellent’ in national teaching quality reviews carried out
between 1993 and 2001 and 60 departments achieved top (grade 5 and 5*) ratings in the 2001 Research
Assessment Exercise. As a result of its track record, UCL receives substantial funding from government
and charities, and more than £250 million is currently being invested in state-of-the-art facilities for
cutting-edge research and teaching. Situated at the heart of one of the world’s greatest cities, UCL’s
historic central campus in Bloomsbury is within easy reach of several rail and underground stations, the
Eurostar terminal and Heathrow airport.
UCL Advances
UCL Advances, UCL's centre for entrepreneurship and business interaction, helps anyone who wants to
learn about, start or grow a business. It’s primary role is to promote a culture of entrepreneurship on
campus and engagement with entrepreneurs and small businesses beyond UCL’s boundaries. It works to
support start-ups and small businesses across London by helping them to access the technical and
business expertise of UCL’s staff and students through a series of programmes to help support ambitious
young companies.
UCL Advances is affiliated with UCL Enterprise, which provides UCL’s structures for engaging with
business for commercial and societal benefit.
www.ucl.ac.uk/advances
www.ucl.ac.uk/enterprise
In fulfilling this objective UCL Advances’ activities are based around training programmes and events that
bring together potential collaborators to ease UCL’s staff and students’ ability to meet businesses and
investors which enable UCL students and academics to develop new business capabilities, and through
support schemes, providing inducements to engage and collaborate with business.
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2. The Role
Job Title
Training Co-ordinator
Location
UCL Advances, Gordon House, 3rd Floor, 29 Gordon Square, London, WC1H 0PP
Main Duties and Responsibilities:
 Coordinating the organisation and delivery of the Continuing Professional Development (CPD)
training programme (associated administrative duties – record keeping, issuing certificates,
responding to telephone/email enquiries)
 Organising the London Business School – UCL Student Exchange Programme
 Managing the Entrepreneurship Guest Lecture Series
 Creation and distribution of course materials (course packs, helping with registration etc)
 Networking and liaising with customer base
 Working with external staff in delivering courses
 Organising other adhoc workshops as required
Principal Responsibilities:
2.1 Assisting the Training Manager with the following:
 Providing detailed explanation to prospective students, delegates/company training managers of
course syllabus and structure, suitability of course, giving financial information and liaising with
other departments within UCL
 Organising and arranging room bookings
 Organising and booking catering for various courses
 Booking Audio Visual equipment if necessary
 Communicating with all prospective inquiries regarding courses offered by UCL Advances
 Coordinating the preparation and production of documentation for all courses.
 Building relationships and maintaining regular contacts with external companies and partners
 Working with London Business School to manage UCL students taking LBS electives, plus
liaising with LBS for their students taking UCL courses.
 Sourcing and booking speakers for the Entrepreneurship Guest Lecture series. Ensuring that the
speakers are kept up-to-date with venue details and organising the filming of the lectures.
 Obtaining course feedback through written online evaluation forms. Suggesting improvements to
be made to courses based on participant feedback.
 Liaising with the UCL Advances web assistant to ensure that all the training pages are up-to-date
on the website.
 Ensuring that trainers have the right equipment to carry out the course i.e. projectors, laptops, etc.
 For the duration of courses, answer any queries from trainers or clients and being on-hand for
troubleshooting to ensure everything runs smoothly.
 Finding replacement lecturers at short notice. Have organised back-up rota to try to minimise last
minute emergencies. Dealing with attendance/lateness issues of delegates as per UCL
Cancellation Policy
2.2 Assisting with Reporting, Financial and Publicity Management:
 Working with the Finance Division who advise and process payments.
 Advising on student admission to course through eliciting information on background/experience
which may result in recommending alternative courses elsewhere.
 Publicity opportunities are co-ordinated across the institutions to ensure efficient and effective
management and appropriate publicity for all institutions involved.
 Ensure that the confidentiality of records and stored personal data is respected and maintained in
line with the Data Protection Act.
 Liaison with other departments within the College and partner organisations.
 Responsible for the day-to-day administration of the courses.
 Adhere and comply with the provisions of the College’s Health and Safety Policy.
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2.3 Other Duties
 Organisation of other adhoc workshops as required.
 Assisting with other UCL Advances activities as and when required, which may include occasional
evenings (including the term-time Entrepreneurship Guest Lecture Series).
3. Person Specification: Knowledge, Skills and Attitude Required
Relationships
You will report directly to the training manager
You will work closely on a day-to-day basis with all members of the UCL Advances Team.
You will develop key relationships with staff in other UCL Departments and with external companies,
as well as maintain close working relationships with potential and present students
Person Specification
You must be able to demonstrate excellent organisational and interpersonal skills, the ability to take
on responsibilities and to have a hands-on attitude to the post.
Specifically, you need to be able to demonstrate the following experience and competencies, or their
equivalents in other fields:
Essential
 Applicants must have a minimum of 5 A-C GCSE passes or equivalent
 Excellent interpersonal skills and the ability to deal confidently and politely with enquiries – face to
face, email or telephone.
 Excellent written and oral communication skills
 Ability to work well both independently and as part of a team
 Ability to use initiative and judgement
 Ability to problem solve usually without referring to others but recognising when necessary to do
so
 Excellent team working skills
 Ability to work to deadlines, to prioritise workload and deal with busy workload with a high degree
of accuracy
 Use of PC, keyboard, standard office equipment (e.g. photocopier, fax)
Desirable
 Experience in Higher Education
 Using audiovisual equipment (data projector and laptop)
 Advanced level of IT skills, especially Word and Excel and PowerPoint.
 Good negotiating skills
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