Job Details

Position Description

To coordinate the delivery and/or production of materials for online and face to face events, from receipt of an initial query through to successful delivery on the day and post event evaluation.

This role includes accountability for

• Ensuring adherence to any regulatory requirements

• Working with internal colleagues where necessary to ensure that our training programme of events and packs is set up in accordance with regulatory requirements

• Liaising with the contracting team to issue and confirm trainer/writer/vetter contracts

• Processing payment requests for trainers/writers/vetters as required and issuing training/writing/vetting fees

• Monitoring generic mailboxes and CRM, dealing with customer queries in a timely manner and within agreed SLAs

• Building and maintaining positive working relationships with our pool of writers, vetters and trainers from beginning to completion of an event

• Building and maintaining positive working relationships with internal colleagues to ensure successful delivery of an event

• Working with your line manager to actively initiate new ideas for training courses and packs and process improvement

• Effectively managing and communicating room, equipment, catering requirements as well as final delegate information and pack/material production with venues and trainers

• Acting as a the back-office point of communication on day of event

• Maintaining accurate data within the Events Management System and/all TfP systems and spreadsheets to support visibility and accuracy of performance and data

• Supporting the setup of events and conferences on-the-day (if required): welcome trainer, unpack, check and distribute packs, deliver, check and setup AV equipment, provide last minute administrative support to the trainer when required.

• Providing accurate and up to date management information as required by line manager and wider TfP

• Monitoring deadlines/KPIs/SLAs of the entire process to ensure compliance and maintain service levels, escalating to line manager should tolerances be exceeded

• Acting as a cross team resource, supporting other teams within the department, during peak periods, if required.

• Working with our suppliers to ensure they adhere to their agreed performance levels and raising concerns with the appropriate management level depending on the severity of the issue.

• Ensuring all processes are followed to maximise efficiency of timeliness and accuracy within the team.

• Taking complete ownership and accountability for any events and packs assigned to you and working cross-team to ensure the event runs without issue.

• Taking complete ownership and accountability for any queries or issues within the team and/or TfP as a group and ensuring resolution of issue through to completion.

• Ensuring the volume of event cancellation and postponements are minimal, and not driven by issues caused by TfP.

• Supporting new starters with on-the-job training as required.

Training Coordinator Specific

• Coordinating the set-up and booking of training (both face to face and online) for individual centres in line with management instruction

• Managing the event logistics (where applicable) for trainers travelling Internationally

• Liaising with trainers and centres over training dates and requirements for each event

• Coordinating/ensuring the booking of venues as required, prioritising suitable venues (through external suppliers as appropriate) to ensure that the most cost effective solutions are provided

• Ensuring that delegates receive adequate and timely information about any changes to an event, especially if a cancellation or change of venue occurs

Qualifications

Education

Essential

• Educated to degree level or equivalent.

Desirable

• Certificate in Programme and Project Support or equivalent and/or Events Management Qualification

Previous Experience

Essential

• Demonstration either through work experience, summer placements or previous employment a good working knowledge of project delivery

• Excellent experience of working alongside people of different levels and background

• Excellent customer service skills

Desirable

• Knowledge of end-to-end production of training events, face to face and online

• Some experience of working in the education sector

IT Literacy

Essential

• Experience of using Microsoft Office packages in particular Microsoft Excel at intermediate level. Ability to learn new software quickly

Desirable

• Advanced Excel, experience of management information reporting and events management systems Previous experience of online delivery systems

Job: General Business Operations

Organization: Core

Employee Status: Regular Employee

Job Type: Standard

Shift: Day Job