South West Ministry Training Course

South West Ministry Training Course

Training Coordinator & Administrator

Job Description

Role

To arrange, administer and service all SWMTC events and conferences; and to provide administrative support for the Directors of Ordinand, curate and Reader training programmes, and our lay education programme, and organising all aspects of training days, conferences and social events; preparation, design and publication of leaflets, papers and handouts, and to liaise with other members of the office team.

Responsible to:

The Joint Principals as line manager.

From day to day the Co-ordinator’s work will be supervised by the Programme Directors.

Key Responsibilities:

Events Organiser

·  Creation and maintenance of course calendar

·  Design and desktop publishing of course material including handout, booklets etc

·  Diary management and pro-active support in advance of events, including:

o  Coordinating teachers’ and Directors’ events diaries ,

o  prompting teachers and Directors concerning handouts etc,

·  Attendance at SWMTC events as required and Events Management including:

o  Booking venues, catering, refreshments etc,

o  Inviting and receiving bookings from students,

o  Sending out joining instructions and course details,

o  Administering and developing badges, worship booklets etc.

o  Organising physical teaching and other space,

o  Taking full responsibility for technical equipment, ensuring it is always where it is needed,

o  Arranging and meeting speakers,

o  Welcoming students

o  Arranging payments to venues, speakers and caterers etc.

·  Overseeing maintenance and purchase of equipment and stationery

Administrative support to Programme Directors & Principals

·  Act as first front-of-office contact for all callers (telephone and in person)

·  Liaise with students and staff on behalf of the Directors

·  Work closely with other administrative staff and teaching staff,

·  Word processing from manuscript and email to produce letters, memos, reports, service sheets, briefing papers, programmes

·  Ensure the office is maintained as a tidy, clean and welcoming environment

·  Correspondence with tutors, ministers, and others,

·  Input data into the student record database on behalf of Directors as required

·  Make travel arrangements for speakers, Directors, teachers etc.

·  Preparation of audio-visual presentations.

·  Take minutes at meetings

·  Other administrative duties as the need arises

·  Undertake and provide photocopying, filing and other office facilities on behalf of Directors

Person Specification

Skills

·  Accurate, fast and well-presented typing, using good layout skills, with advanced knowledge of MS Word, including experience of mail merge and spreadsheets.

·  Advanced knowledge of MS Office, particularly Outlook.

·  Excellent interpersonal and diplomatic skills, including understanding of appropriate confidentiality with the ability to inspire confidence.

·  Ability to work as a member of a team.

·  Excellent communication skills, both oral and written.

·  Ability to draft letters independently.

·  Good understanding of data entry principles as appropriate.

·  Full UK licence and access to a car to drive to events

Aptitudes

·  Strong analytical skills, with the capacity to assimilate and assess complex information and identify key issues.

·  Motivation to work as part of a team to get the job done well.

·  Excellent attention to detail while retaining a good overview of the various aspects of any work undertaken

·  Ability to handle sensitive issues with discretion

·  Good organisational and communication skills.

·  Ability to keep a clear head and thrive under pressure and work to deadlines in an organised efficient manner

·  Ability to prioritise, with the flexibility to adjust to fluctuating workloads, planning ahead and using initiative where appropriate.

·  Ability to work unsupervised

·  Willingness to participate in the Course’s ministry of hospitality

·  It is not a requirement for the post-holder to be a member of the Church of England, but the candidate must be sympathetic to the work of a theological training scheme and willing to learn about the culture of church life.

Knowledge/Experience:

·  Previous secretarial experience reporting to senior managers

·  Previous experience of events management

·  Experience of desktop publishing and design of leaflets etc,

·  Good standard of English, both written and spoken

·  Excellent grammar and spelling

·  Experience of preparing Powerpoint slides

·  Use of the internet

Desirable: University degree or equivalent professional experience; recent experience of the higher education sector; knowledge of the Church of England and other churches.

Working conditions and remuneration

The normal hours of work are 37.5 hours (full time) per week, normally at the main SWMTC office in Exeter. Some flexibility of working, including weekend working usually in Plymouth, and occasional evenings, as well as our annual residential week, will be required to meet with the needs of the Course. Salary: £21,800 p.a. There is a non-contributory pension scheme for employees. The annual leave entitlement is 22 days plus bank holidays.

Applications

Applications and any enquiries should be addressed to the Joint Principal, Revd Preb. Philip Sourbut . Please send a CV together with the standard application form by 1pm, Thursday 22 February 2018..