Training Co-ordinator (Clerical Officer)

To provide a comprehensive and professional clerical support within the Staff Training and Development Unit reporting to the Training
and Development Manager and liaising with professional training staff and other contacts to co-ordinate a range of activities.

MAJOR DUTIES:

1. Support the development of the University’s annual programme of learning and development events and the overall training
process; including preparing the schedule, liaising with contributors such as professional staff in STDU, internal and external
facilitators etc., uploading information to the HR management information system, website and other relevant communication
media and producing relevant documentation and promotional material to support learning for Queen’s staff.
2. Supervise and delegate work to more junior clerical staff monitoring and reviewing their workloads and performance to ensure
the clerical aspects of the Unit run smoothly and to an appropriate standard.
3. Responsible for ensuring the daily operational co-ordination of training events.
4. Responsible for the administration of the Fees for Part-time Qualifications and Short Courses/Conferences adhering to
corporate guidelines and procedures. This may include:
- Reviewing all applications and referring non-standard applications to the STDU Manager
- Monitoring expenditure within agreed financial limits
- Producing reports (e.g. monthly, quarterly, annually)
- Respond to complaints
- Review effectiveness of process make recommendations for improvements.
5. Develop, maintain and utilise effective and efficient management information systems within STDU, generating reports as
required, e.g. training records etc. Responsible for maintaining and updating the STDU website. Liaising with other University
staff on IT issues relating to STDU systems, website etc. and support other staff in the unit in use of the IT and information systems.
6. Responsible for the delivery of a comprehensive, professional and confidential secretarial service and support the work of the
STDU Manager including diary management, organising and servicing meetings, preparing and circulating agendas and
minutes and compiling action lists ensuring that actions are followed up etc.
7. Analyse training information and produce confidential documents using various software packages based on a general brief,
e.g. University reports, training needs, summary reports, financial reports, other documents or presentations.
8. Responsible for financial administration of the departmental budget including: processing purchasing orders, payments and
invoices and monitoring finances through QFIS in line with University requirements and systems such as P2P. Liaison with the
departmental manager and finance accountant to maintain financial reports and information will be required.
9. Monitor office systems and procedures ensuring their effectiveness and take necessary steps to update. Advise relevant staff of
such new procedures and give any necessary guidance/training.
10. Carry out any other duties which are appropriate to the post as may be reasonably requested by Supervisor/Manager.

Planning and Organising:

1. Prioritise own workload within a general schedule and assist staff in forward planning for future work, and upcoming events so
that resources are available to meet specific objectives and team objectives are achieved.
2. Responsible for allocating work to other clerical officers to meet the daily and weekly deadlines and ensure work is completed to
the required standards.
3. Ability to use initiative and discretion to respond to ad-hoc requirements and take appropriate decisions based on agreed
procedures and competing needs.

Resource Management Responsibilities:

1. Assign tasks to others and be responsible for ensuring work is completed to the required timescales and standards, processes
and services run smoothly.
2. Responsible for stocks/stores of equipment and supplies within a delegated budget so that resources are available when required.
3. Provide guidance/support to other clerical officer(s) as required regarding the Unit’s office procedures, systems and ‘on-the-job’ training.
4. Budgetary and financial administration as described above.

Internal and External Relationships:

1. Daily contact with Training and Development Manager and professional training staff, other work colleagues and University staff.
2. Liaison with other University offices, staff and external contacts/companies (with respect to staff training/facilitation).
3. Communication with other service users and providers: e.g. University staff, product/service suppliers.

ESSENTIAL CRITERIA:

1. Academic/vocational qualifications (e.g. A-Levels, NVQ 3 or equivalent qualification) in a relevant subject.
2. Minimum of 4 years recent relevant clerical experience to include:
- Experience of planning and organising training events or similar events e.g. seminars, workshops, conferences
- Experience of using IT and core management information systems to manipulate and present data, statistics, etc. including
spreadsheet (excel) design and manipulation
- Financial administration i.e. purchase orders, invoices, payments etc.
3. IT literacy and up to date practical knowledge of relevant software packages including Microsoft Office in a working environment.
4. Organisational and time management skills and ability to plan and organise short and longer term activities and events.
5. Supervisory Skills.
6. Good interpersonal skills, with the ability to work effectively with internal and external customers/stakeholders to deliver high standards of service quality.
7. Good oral and written communication skills.
8. Ability to work on own initiative and as part of a team.
9. Ability to work to deadlines and at times of higher demand.

DESIRABLE CRITERIA:

1. Experience and/or qualifications related to a Human Resources/Training environment.