Equality Challenge Unit: Training and learning officer (0.6 FTE)

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1 Equality Challenge Unit: Training and learning officer (0.6 FTE) Equality Challenge Unit Equality Challenge Unit (ECU) is the recognised body that works to further and support equality and diversity for staff and students in higher education across all four nations of the UK, and in colleges in Scotland. For further details about ECU, please visit our website: Recruitment ECU is currently seeking to recruit a Training and learning officer (0.6 FTE). Salary: 25,897 pro rata per annum Deadline for applications: Tuesday 3 January 2017 at 12 noon General description of the post We are seeking to recruit a Training and learning officer to provide key administrative support to the training and learning team and contribute to the development of ECU s training and learning services. ECU welcomes applications from all candidates and particularly those from Black and minority ethnic candidates and men. Benefits include 27 days holiday per year plus bank holidays and four additional days, flexi-time and pension scheme. Application Please download the application form and further details from request an application pack from HR@ecu.ac.uk or call (24-hour answerphone). Application forms should be returned by to: HR@ecu.ac.uk or by post to: Helen Galliford, Events and Resources Manager, Equality Challenge Unit, First floor, Westminster Tower,

2 3 Albert Embankment, London, SE1 7SP Applications will be assessed against the requirements for the post as set out in the job description and person specification, which can be downloaded Interviews The deadline for applications for the Training and learning officer role is Tuesday 3 January 2017 at 12 noon. We aim to notify candidates who have been shortlisted by Thursday 5 January We hope to hold interviews for this role on Wednesday 11 January 2017.

3 Job description General description of the post This role will report to the Training and Learning Manager and will provide key administrative support to the training and learning team and contribute to the development of ECU s training and learning services. Specific responsibilities Course administration = Managing the relationship with clients to ensure the efficient administration of bespoke training and consultancy, including contract and payment details, requirements for room lay out and equipment, distribution of course materials, preparation of delegate lists, and issuing certificates of attendance to delegates where necessary. = Dealing with problems that arise in relation to course administration, including on occasion taking responsibility for making decisions about course viability and cancellation. = Ensuring that the needs of individual delegates are met appropriately (e.g. access and dietary requirements). = Identifying and assessing potential venues for training, negotiating terms of use including costs, ensuring value for money, managing the relationship with venues and dealing with problems, including negotiating recompense. = Designing and producing course materials including PowerPoint presentations and handouts, and providing support to the designated training facilitator to ensure the relevant resources are prepared for each course. = Managing the promotion of subscriber training programmes to maximise attendance and opportunities for income generation where appropriate, including creating and placing publicity on the ECU website, in newsletters and through appropriate networks and other channels. = Managing the practical arrangements for subscriber training programmes, including sourcing venues, setting up registration processes and acknowledging, printing and logging all registration forms, producing delegate lists and name badges and other necessary event materials, circulating event details and materials and processing feedback. = Facilitating webinars, to include being a webinar administrator, setting up virtual meeting rooms and uploading presentations, providing technical support to delegates and staff, delivering training to staff, writing joining instructions, logging delegates and setting up the physical meeting space. = Processing training event evaluation forms, including requests for Equalitylink and further information, and summarising collated information. = Working with training and learning team and finance colleagues, ensuring that invoices (including expenses) are issued for bespoke services and training associates are paid. = Developing and maintaining positive relationships with all contacts, training associates and clients.

4 Team support = Acting as the main point of contact for all routine training enquiries, to include monitoring the training and learning mailbox, responding to enquiries and fielding queries, signposting to consultancy/bespoke training options, and referring to other members of the training and learning team as appropriate. = Proactively building positive relationships with potential clients, identifying opportunities for generating income and raising the profile of ECU training and learning. = Dealing with complaints in a timely and effective way. = Responding to and maintaining record of bespoke training enquires, including maximising income generation by actively following up on progress of potential commissions and negotiating adjustments to terms where appropriate. = Managing the training and learning schedule to ensure an up to date and comprehensive record of all training that informs all stages of people involved in the training process including finance, ensuring an effective workflow. = Dealing effectively with a pressurised workload that frequently involves competing deadlines and the coordination of support for members of the training and learning team and training associates who may be delivering training in several different locations at the same time. = Ensuring that training and learning activity is promptly and appropriately documented on the client relationship management database (CRM). = In conjunction with the contract lead producing, issuing and managing contracts for clients of bespoke services. = Collating feedback and other information and producing reports. = Creating and managing the resources needed for delivery of training sessions, including designing and sourcing materials, anticipating demand and maintaining supplies. = Supporting the Training and Learning Manager in the recruitment and management of training associates, to include developing and maintaining accurate records of contact details, usage, payment and feedback. = Arranging travel and accommodation for members of the training and learning team and training associates. = Contributing to the development of new training and learning services, to include the research and development of an online training service. = Participating in monthly training and learning team meetings, away-days and other meetings as appropriate. = Designing and producing webpages for ECU s website. = Developing and maintaining useful contacts in the training and learning field that can be used to inform the development of services, provide venues and promote and publicise training events. = Developing, implementing and maintaining administrative systems for the training and learning team, including the training and learning team calendar. = Providing support as appropriate to colleagues across the organisation when planning and running events in liaison with the Events and Resources Manager.

5 = Carrying out ad hoc tasks required by the members of the training and learning team. Other duties This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time, as may ECU s work areas. Such variations are a common occurrence and do not constitute a change in the general character of the duties or the level of responsibility entailed and therefore cannot of themselves justify a reconsideration of the grading of the post.

6 Person specification Essential experience and attributes = At least one year s previous relevant work experience in a similar position = Excellent organisational skills, attention to detail and ability to coordinate a complex work schedule for the team = Excellent interpersonal skills and experience of speaking to and engaging with a wide range of people including those in senior positions = Excellent office and IT skills - ECU currently uses Microsoft Office 2007 with previous experience of designing and implementing office systems to instigate new and improved ways of working = Proven interest in equality and diversity, including how organisations effectively promote learning and behaviour change = Proactive approach to identifying and removing barriers that prevent people from accessing and engaging with training = Experience of designing and producing a range of training materials and resources = Proactive and creative approach to problem solving = Ability to work independently, work to deadlines with minimal supervision, and work under pressure in a calm and efficient manner = Ability to work co-operatively in teams, contributing to team decisions and maintaining team relationships by supporting others = Ability to provide efficient support to dispersed team of staff and training associates with limited opportunity for face to face contact = Understanding of project and event processes and skills, with the ability to provide support to several projects and/or large and small-scale events at once = Willingness to train, learn new skills and take on new tasks = Willingness to attend training events both within and outside London and outside usual working hours where appropriate Desirable experience and attributes = Previous experience of supporting webinars = Previous experience of developing online learning