Part 1: JOB PROFILE DEPARTMENT: Fundraising and Communications JOB TITLE: Workplace Training Co-Ordinator LAST UPDATED: January 2014 1. MAIN PURPOSE OF JOB Supports the development and delivery of Samaritans external training service in line with Samaritans strategy 2. 3. POSITION IN ORGANISATION Reports into: Workplace Training Manager. Liaises with: All levels externally, especially with clients of Workplace Training and all levels within Samaritans including staff at General Office Works within a team of 3 and part of the larger Fundraising Team within Fundraising and Communications. SCOPE OF JOB Clients / courses / training professionals Finalise sales to individual and charity-sector clients following on from leads generated Internal / external relationships & administration Projects Finance Organising Open courses / conferences / exhibitions (away from base) General duties of a Samaritans’ staff member 4. DIMENSIONS AND LIMITS OF AUTHORITY To manage frontline enquiries in person, by phone and email for Workplace Training To establish, develop and maintain relationships with clients To represent Workplace Training internally and externally To be responsible for specific projects and to assist the Manager To establish and maintain sound office procedures, standards and practices To provide proactive and efficient logistical and administrative support for courses run in-house and externally at clients’ venues Primary Contact for all Workplace Training enquiries Introduces and manages systems and procedures specific to the team To be responsible for all individual and not-for-profit sector course bookings, to include negotiation of fees and arrangements for Training 5. QUALIFICATIONS Educated to A’ level standard or equivalent 6. KNOWLEDGE, SKILLS AND EXPERIENCE Excellent interpersonal skills and experience of managing 1:1 client/customer relations in person, verbally and in writing Strong organisational skills Excellent written and verbal communication skills, face to face and over the phone Excellent computer skills in ThankQ, Word, Excel, Outlook and PowerPoint Experience as an administrator, preferably in training and development 7. PERSONAL ATTRIBUTES Strong interpersonal skills and a good team-player A positive, flexible, ‘can-do’ attitude Good attention to detail A professional, discrete, calm and confident manner An ability to work under pressure and cope with changing priorities and deadlines Able to use own initiative, work with minimal supervision, multi-task and meet conflicting deadlines Willingness to attend meetings, conferences and exhibitions Part 2: DUTIES & KEY RESPONSIBILITIES CLIENTS / COURSES / TRAINING PROFESSIONALS To act as first point of contact for internal and external training enquiries To complete the sale of training courses to individual and charity-sector clients from leads generated and make all necessary arrangements for training events Set-up, manage and maintain databases for clients and courses Arrange travel and accommodation for trainers if required (infrequent) Provide admin support for 3rd party contract trainers Arrange client meetings for trainers Prepare handouts and certificates for training sessions Oversee content of training kits and delegate packs Copy and forward evaluation forms to clients and enter data on database Report on trends and relevant data related to course bookings INTERNAL / EXTERNAL RELATIONSHIPS & ADMINISTRATION Maintain and develop Workplace Training systems in-house Assist the Manager by providing data for the Annual Report and other reports throughout the year Liaise with partner organisations Liaise with Finance and Fundraising & Communication teams Provide additional administrative support to the Team as agreed with the Workplace Training Manager PROJECTS Manage preparations of exhibitions and conferences, liaising with suppliers Co-ordinate the content, design and publication of the Annual Training Directory Compose electronic newsletters (e-zines) for potential and existing clients, with support of the Communications Team Compose articles for Internal Communications at GO Continually review and update Workplace Training’s website content and liaise with the Web Development Manager at GO Prepare content for Monthly Reports and distribute internally FINANCE Issue business licences for multimedia training and contracts for clients Manage invoicing, liaise with staff in Finance, Fundraising and Communication Reconcile monthly management accounts held by External Training Maintain spreadsheets with data for various reports and communications OPEN COURSES / CONFERENCES / EXHIBITIONS (AWAY FROM BASE) Attend exhibitions and conferences, as required Provide support at training events / conferences Identify suitable venues for open courses Attend open courses and manage delegates’ needs Liaise with and issue joining instructions for delegates attending open courses GENERAL DUTIES OF A SAMARITANS’ STAFF MEMBER Contribute to the effective and efficient running of the General Office as appropriate. Participate, as appropriate, in staff forums and meetings. Adhere to all Samaritans’ polices and procedures. Represent the General Office appropriately across Samaritans to the wider community as appropriate. Treat all colleagues, volunteers and members of the public with dignity and work within and adhere to Samaritans’ equal opportunities statement and polices. Carry out any reasonable requests made that are within the broad remit of the role.