Training Administrator Professional Qualifications Corehub

Making a lifetime of difference to children in schools
Place2Be, 13/14 Angel Gate, 326 City Road, LondonEC1V 2PT
Tel: 020 7923 5500 Email:

September2012

Dear Applicant,

Training Administrator – Professional Qualifications– CoreHub

Thank you for your interest in the above post. Please find enclosed:

Terms and Conditions of the post
The job description and person specification for the post
Personal Details Form for Applicants
Equal Opportunities form

Please send yourCV and Supporting Statement(of no more than 500 words) clearly showing how you meet each selection criterion in the person specificationand stating which specific role you are applying formarked for my attention no later than 9am on Monday 17th September 2012.Please note interviews have been provisionally scheduled for Friday 21stSeptember 2012.

You do not need to provide your date of birth on your CV or the years you went to school or any other training establishment.

Please return your application by email only to in Microsoft Word format.

Please ensure that you have also completed and sent to us Personal Details and Equal Opportunities Forms. You can do so by returning this entire Job Pack with two forms completed electronically, you will find them at the end of this document.

If you are a current member of staff or our volunteer please note that you are required to notify your line manager and obtain a letter of recommendation supporting you in applying for this post. Please submit the letter together with your application and not separately.(applications without a letter of recommendation will not be considered as full).

Thank you for your interest in Place2Be and we look forward to receiving your completed application.

With best wishes,

Sarah Auger

Interim Resourcing Officer

Training Administrator – Professional Qualifications – CoreHub
Terms and Conditions

Below is a general outline of the Terms and Conditions for this post. Full terms and conditions will be included with our offer of employment.

Type of Appointment

Permanent, Full-Time

Location

Place2Be Core Hub, 13/14 Angel Gate, 326 City Road, LondonEC1V 2PT

Probationary Period

6 months’ probationary period with a formal appraisal in the sixth month.

Salary

£19,000 per annum

Hours of Work

Full time – 36 hours i.e. 5 days per week, worked Monday to Friday between 8.30am and 5.30pm

Annual Leave

33 days p.a. including public holidays

Pension

Employees are eligible to join Place2Be pension scheme after three full months of service. The Place2Be contributes 3% of your salary into the scheme; employees may contribute as from 3% of their salary per financial year. A free session is available with our financial advisers to help plan your pension needs.

Childcare Vouchers

We run an approved childcare voucher scheme which offers income tax and National Insurance contribution savings when paying for child care.

Cycle Scheme/Season Ticket Loans

We offer interest-free loans for buying a season ticket or purchasing a bicycle to assist our staff with reducing the cost of travelling to work.

Eye Care Vouchers

We provide eye care vouchers entitling you to a free annual eye test. This scheme fulfils our legal obligations under the Health and Safety at Work Act for staff using Display Screen Equipment. If staff require glasses because of their use of a DSE then an additional voucher pays for a basic pair of glasses.

Training and Development

Place2Be offers a central development programme for all staff and provide a range of training opportunities as part of employee’s individual personal development plan.

Asylum and Immigration Act 1996 – section 8

Under the Asylum and Immigration Act 1996 you will be required to prove your eligibility to work within the UK. Further details will be provided to shortlisted candidates.

Criminal Records Bureau (CRB)/ Disclosure Scotland

An offer of employment for this post will be subject to a satisfactory Enhanced Disclosure clearance from the Criminal Records Bureau/Disclosure Scotland.

References

References will be taken up from your two most recent employers. Any offer for this role is conditional on both references being satisfactory.

Job Description

Job title:Training Administrator – Professional Qualifications

Reporting to:Training Programme Co-ordinator

Location:Core Hub

Salary:£19,000 per annum

Introduction

Place2Be is the leading UK provider of school-based emotional and mental health services. Founded in 1994, we work with 500 schools across the country, mostly in areas of high deprivation and disadvantage, seeking to improve the prospects of children aged 4-14 by tackling the complex social issues that result in educational disadvantage.

We provide early intervention mental health support, without stigmatising children or families and at a point where they need it most. Our work effectively removes the emotional barriers to learning and prevents the downward spiral that can lead to low aspirations, poor educational achievement and truancy/exclusion from school. It helps improve children’s attainment and builds their resilience, providing them with brighter prospects and hopeful futures.

Because it is an integrated school-based service supporting children, parents, teachers and school staff, Place2Be becomes a trusted part of the school and the wider community. Our core services are delivered by clinical staff and highly skilled Volunteer Counsellors. We measure and evaluate the outcomes of our work, demonstrating the positive impact of our interventions. Place2Be offers consultancy support, advice and workplace learning to teachers and school staff. We are also a leading provider of specialist training and university-validated professional qualifications to those who work clinically with children, helping to build capacity in our local communities.

Overall purpose of the job

To take responsibility for all administrative aspects of delivering Professional Qualifications training programmes. To make sure the administrative function of Professional Qualifications is efficient and effective.

We offer a variety of courses for people interested in becoming children’s counsellors, ranging from the introductory Taster Day to Postgraduate Diploma and MA.

The Training Administrator (Professional Qualifications) will report to the Training Programme Co-ordinator and ensure that the training team has robust administrative systems which allow the smooth delivery of high volumes of training and easy extraction of relevant management information (MI).

A key member of the training team, the Training Administrator will liaise regularly with colleagues in Core Hub, school-based employees and external contacts.

Key areas of responsibility

Administrative systems

To accurately maintain all administrative systems to support the scheduling, booking and delivery of Professional Qualifications training programmes

Database management and IT

To update the Progress database and to ensure that data is accurate and as up-to-date as possible
To ensure that data held within Progress is stored in accordance with data protection requirements
To provide the Training Programme Co-ordinator, Training Operations Manager and Head of Business Development with timely and accurate management information on training activity as required

To support the introduction and use of any new IT systems relating to training activity

Training programme and schedule

To work with the Training Programme Co-ordinator and Programme Leader to develop the Professional Qualifications training schedule
To book trainers onto workshops / courses and provide them with all necessary information
To handle day-to-day enquiries relating to the course contents and the training schedule
To compile Professional Qualifications interview schedules and send invites to applicants
To keep applicants informed of their application status
To liaise with the volunteer team and Volunteer Engagement Manager to ensure that the agreed Shared Working Practices are followed

Training booking and cancellations

To take day-to-day responsibility for online and offline participant booking
To send contracts of agreement, send invoices to schools/organisations and follow up missing payments where required
To ensure that comprehensive joining instructions are sent to participants in a timely manner
To alert the Training Programme Co-ordinator and Programme Leader to any workshops with low booking numbers in a timely manner

Training materials

To liaise with the Training Programme Co-ordinator and ensure that all training resources are purchased when needed
To maintain the electronic filing system for course programmes and handouts, on the Training drive and on DropBox, and to update as required
To ensure that handouts, readings and training packs are printed out when required
To assist the Training Operations Manager and Head Trainer/Programme Leader with updating training programmes as required
To ensure that trainers have electronic access to course programmes and handouts
To ensure that play materials, refreshments and paper copies of the training register and handouts arrive at the venues sufficiently in advance of the training
To arrange catering for courses as required

Training venues

To assist the Training Programme Co-ordinator with external venue bookings and cancellations as required
To assist the Training Programme Co-ordinator with sourcing new venues as required

Training evaluation
To collate and store all evaluation feedback forms
To read evaluation forms, deal with any administrative issues as required and pass any clinical issues on to the Programme Leader
To log any concerns in the Training Concerns and Actions Log
To co-ordinate sending 2-month Survey Monkey follow-up questionnaires
To compile summary reports on evaluations as required

Accreditation and moderation

To register participants with accredited bodies
To process all documents for internal and external moderation
To send out completion letters along with participants’ coursework and certificates

Events and Conferences

To work with the Training Programme Co-ordinator and Programme Leader to organise the following events:
Postgraduate Diploma Open Evening
Postgraduate Diploma Graduation Celebration
Postgraduate Diploma Induction Day
Postgraduate Diploma Programme Committee Meetings

Duties may include, but are not limited to, preparation of welcome packs/materials and certificates, managing guest lists, taking minutes, co-ordination of catering and arranging venue hire

To attend these events and provide administrative support as required
To attend conferences and careers fairs to promote training courses as required
To assist the Programme Leader with preparation for weekend training sessions

FLEXIBILTY

The job description is a general outline of the job duties and responsibilities and may be amended as Place2Be develops. The post holder may be required to undertake other duties as may reasonably be required from time to time.

Registered office address: The Place2Be, 13/14 Angel Gate, 326 City Road, LondonEC1V 2PT Tel: 020 7923 5500.

Registered charity number 1040756 (England and Wales) SC038649 (Scotland). Registered Company number 2876150.

Making a lifetime of difference to children in schools
Place2Be, 13/14 Angel Gate, 326 City Road, LondonEC1V 2PT
Tel: 020 7923 5500 Email:

PERSON SPECIFICATION

TRAINING ADMINISTRATOR – PROFESSIONAL QUALIFICATIONS

The person specification outlines the main criteria for the post. Shortlisting will be based on the following criteria. Please ensure that your supporting statement clearly shows how you meet the criteria using experience gained either in paid or voluntary work.

CRITERIA / Essential / Desirable / Application (A)
Interview (I)
Excellent interpersonal and customer service skills: able to communicate and confidently build successful relationships with students, tutors, Place2Be staff and external contacts /  / A & I
Able to prioritise, plan and organise workload often with conflicting constraints; demonstrates a structured and well organised approach to work /  / A & I
Flexible team player, with demonstrable track record of working under pressure; resilient /  / A & I
Excellent command of English language: able to produce written documents and correspondence to a high standard; skilled in proof reading /  / A & I
Professional and friendly telephone manner /  / A & I
Able to use own initiative, a self starter who can work at times in a self directed environment /  / A & I
Some experience in administration within a busy office environment /  / A
Practical knowledge of MS Office software – competent in using Excel, Word, and PowerPoint /  / A & I
Able to maintain a confidential system of records, both on paper and electronically /  / A
CRITERIA / Essential / Desirable / Application (A)
Interview (I)
Willing and able to implement Place2Be’s equal opportunities policy; demonstrates a personal commitment to equality of opportunity /  / A
Demonstrates the ability to interact sensitively with individuals from a range of backgrounds /  / A & I
Willing and able to travel to various locations in the UK, on occasion /



/ A & I
Experience of working with databases /  / A
Some understanding of the field of counselling and personal development /  / A & I
Able to work to work outside of normal office hours, on occasion /



/ A & I

Job Application Pack for Training Administrator, September 2012Page 1 of 14

Making a lifetime of difference to children in schools
Place2Be, 13/14 Angel Gate, 326 City Road, LondonEC1V 2PT
Tel: 020 7923 5500 Email:

Personal Details Form for Applicants

Please complete ALL sections of the form even if some information is included in your CV.Place2Be is committed to Equal Opportunities within its employment practices. The enclosed Equal Opportunities Form will be removed before shortlisting and will remain confidential to the Human Resources Department.

Post applied for / Hub/ Area
Closing date / Where did you find out about this vacancy?
Please give reference number if known / BACP BAAT BADT BAPT Guardian Other
Please give details:

Place2Be

Have you previously applied for any jobs within Place2Be? / Yes
No / If yes please give details:
Post / Hub/ Area / When
Have you ever worked or volunteered for Place2Be? / Yes
No / If yes please give details:
Post / Hub/ Area / When

Your contact details

Surname / Name
Address
Postcode
Home tel: / Mobile tel:
Work tel: / Email:

Professional Membership

Registration body / Registration number / Membership status / Are you accredited? / Expiry date

References

Please give the name and contact details of two referees who can comment on your work experience, competence, personal qualities and your suitability to the post. One of these must be your current or most recent employer. Please note that we will only take up references if a conditional offer of employment is made.

1. Name / Position
Address
Telephone Number / Email:
Relationship to you
2. Name / Position
Address
Telephone Number / Email:
Relationship to you

Criminal Record

Do you have connections in your personal life with any individual (relative, household member or friend) who could present a risk to children or who has been convicted of a criminal offence which would deem them unsuitable to work with children? YES/NO
Have you, as an adult, had involvement with a local authority, in relation to care proceedings or child protection proceedings in your family? YES/NO
Have you ever been arrested, cautioned for or convicted of a criminal offence or other offence which would show in a CRB enhanced disclosure? YES/NO*
*Note: If YES, please give details and an explanation of the offence and sentence or penalty imposed (including suspended sentences, warnings etc) in a separate file marked ‘confidential’ including an explanation of how you have consequently demonstrated you are a suitable person to work directly with children.
As the position will involve access to children, the position is exempt from the Rehabilitation of Offenders Act 1974 (Exceptions) (Amendment) Order 1986 and you will be required to undertake an Enhanced Disclosure from the Criminal Records Bureau which will show all records. Please contact us if you would like further information.
Any position offered would be conditional on the receipt of an enhanced CRB which satisfies the criteria of Place2Be. A copy of the CRB Code of Practice is available on the CRB website.

I declare that the information I have given is accurate and true and any false or misleading information given on this form may lead to my employment being withdrawn and consequent criminal proceedings.

Unsuccessful application details will be retained for monitoring purposes and for the provision of future potential opportunities and other communications. If you do not wish to receive any further information you may make a request at any time via email,for the attention of the Resourcing Officer, to

Signed Date

Ensuring Equality in Recruitment and Selection for Paid and Unpaid Positions

The Equal Opportunities Commission, Commission for Racial Equality and the Disability Rights Commission strongly recommend that monitoring is effectively carried out and Place2Be fully supports this.

Place2Be actively monitors the selection process to ensure that no one applying for a post within Place2Be receives less favourable treatment on the grounds of sex, marital status, gender, disability, race, ethnic or national origins, age, sexual orientation or religious or political opinion. Equality of opportunity, fairness, acceptance of differences and the rights of individuals, including the right to work in an atmosphere free from intimidation, are important values held by Place2Be and we are committed to tackling them in all aspects of our work.

In order to enable us to regularly monitor and assess whether equality of opportunity is being achieved, please complete this form and return it with your application form.

Rehabilitation of Offenders Act 1974. As this role meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, applicants offered employment/placement will be subject to an Enhanced Disclosure check from the Criminal Records Bureau before appointment is confirmed. This will include details of cautions, reprimands or final warnings as well as convictions and a check of the list of those Barred from working with children or vulnerable adults. It is a criminal offence for anyone on the barred list to attempt to procure employment working with children. Any disclosure revealing such an attempt will be provided to the Independent Safeguarding Authority and may result in criminal charges and/or conviction.

Completing the following form will enable us to carry out the effectiveness of our monitoring policy. The information will be separated from your application as soon as it is received. It will not be passed onto anyone involved in shortlisting or appointment to this post.