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
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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
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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
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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
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5.
QUALIFICATIONS
 Educated to A’ level standard or equivalent
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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
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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.