Honeycomb Jobs is delighted to be working with our charity sector client, to recruit a permanent Office and Training Co-ordinator based in East Belfast.
The Client - Our charity sector client is a regional umbrella organisation for the Children's Sector in Northern Ireland.
The Role - Reporting to the Finance and Office Manager, this pivotal role provides coordination of the training department, along with coordination and administration in their office. Duties will include but will not be limited to:
1. Coordinate the provision of organisations high quality training services to external staff and volunteers. Plan, organise and coordinate the Children's Services Training Programme, along with additional bespoke training provision, in conjunction with the Finance & Office Manager through liaising with Funders, the Learning & Development Officer and Associate Trainers.
2. Build and maintain strategic stakeholder relationships with a view to offering tailored training solutions.
3. Work flexibly as a team member to co-ordinate and respond appropriately and in a timely manner to all training requests and training delivery requirements.
4. To liaise with the Learning & Development Officer in the promotion and publication of the organisation's training programme.
5. In consultation with the Learning & Development Officer, set up a yearly training calendar and advertise the training dates to interested parties through the organisation's website, email databases, and social media as required.
6. To liaise with the Finance & Office Manager aiding in the Monitoring process quarterly for Funders.
7. To produce training materials, course programmes and handouts, etc. for training programmes.
8. Administration and processing of course applications.
9. Preparing training rooms and arranging catering as required.
10. To ensure information on training is accurate and regularly updated.
11. Co-ordinate meetings with training customers and perform basic statistical analysis of course evaluations for reporting purposes.
12. Carry out stakeholder surveys for the purposes of training needs analysis.
13. To maintain an appropriate server filing system.
14. To provide administrative support to the Learning & Development Officer.
15. To order and maintain adequate stationery to support the training function, along with other office requirements.
16. To provide administrative support to other specified projects as and when required.
17. Assist in writing applications/bids relating to training contracts/funding opportunities.
18. To provide a friendly and effective in person and telephone liaison service for the organisation. Act as the first point of contact for all incoming calls/visitors.
19. To assist in the preparation of meeting rooms, arrange catering as required.
20. Assist in the production of invoices relating to room bookings and other services procured.
21. To provide administrative support to the Chief Executive, Finance & Office Manager and Policy Officer as required.
22. To attend staff meetings as required.
23. To be available for support, supervision and appraisal as required.
24. Attend relevant in-service training as appropriate.
The Person
As the successful candidate you will have the following background and experience:
Essential:
25. GCSEs in English Language and Mathematics or equivalent.
26. Minimum 3 years general administrative experience in an office environment.
27. Experience in the use of office systems.
28. Excellent IT skills and experience in the use of Microsoft Office.
29. Excellent organisation and communication skills.
30. Ability to use own initiative, maintain confidentiality and to work to tight deadlines.
Desirable:
31. 5 years general administration experience in an office environment.
32. Training administrative experience.
33. Training design and delivery experience.
34. Experience in the use of database software and social platforms.