Job Description - Training Coordinator

Training Coordinator

JD No: 270 Issue No:3 Issue date: 13/07/2016

Authorised by: Steve Willis Group Managing Director

AIM

This job description has been developed so that the incumbent of the position is totally aware of her/his responsibilities.

The Training Coordinator is responsible to the Group HR/Risk Manager who is responsible to the Group Managing Director who is ultimately responsible to the Board of Directors.

The Training Coordinator is specifically responsible for:-

DUTIES MEASUREMENT TOOL K.P.I.’s

Training

Maintain a good understanding of appropriate training providers with regard to different locations of training.

Maintain a good knowledge of when

income is due for the traineeship program. Document income received and due in the monthly Board Report.

Identify where training/inductions is due

to expire and liaise with department managers to organise training sessions prior to expiry.

Maintain a Training Analysis spreadsheet

and training plan identifying what training is required and at what level

Completing training reports as an when required

Collecting feedback for training completed

both internal and external analysis responses and auditing the training provider to determine effectiveness

Manage the Driver License Expiry on the Training Matrix to ensure all Licenses are checked when due to expire and valid licenses maintained ensuring suspension checks are carried out

Promote and establish traineeship courses

for Certificate 3 in Asset Maintenance (Cleaning Operations) and any other applicable courses as required

Identify and sign up new employees that may be eligible for Traineeship or Government assisted training programs

Manage each trainees progress through the

traineeship program and maintain traineeship records separate from personnel files to include ongoing records

Training providers list Traineeship Income Spread sheet AX Dynamics Alerts Training Analysis spreadsheet AX Dynamics training list page Training feedback forms AX Dynamics Alerts Australian Training Alliance (ATA) Individual Training Plans and National Qualifications All appropriate traineeship paperwork Traineeship Files

Knowledge of who to contact when is necessary. All monies due to the Company are received on time and reported in the monthly Board Report. No current staff members have expired training Kept up to date and reviewed monthly As per agreed time frames at requests As per agreed time frames at requests After every training done external and at random with training done internally All current staff members responsible for driving a vehicle have a valid license Training programs are up-to-date with current industry requirements All willing trainees are signed up at time of induction Trainee files to be kept up to date at all times




of trainee, date commenced, site, regular working hours, records of all communications in relation to trainee, incentives due and received / no longer due and completion of Level 2, 3 and 4 (if applicable)

Overall responsibility for the “Training” tab on the intranet ensuring that all training material available on that tab presents in the same format with the correct template used etc

Regularly review training material with the relevant knowledgeable staff member to ensure it is reflective of current practices and procedures

Overall responsibility to ensure that the following systems are maintain and regularly reviewed for their effectiveness and continuously improved AX Dynamics Airlite Intranet Client Files Library Client Files Mailbox

Ensuring all documents present on the

above systems are named appropriately by conducting weekly reviews of documents added and reporting any inconsistencies to the relevant person and/or Department Head as appropriate ensuring any inconsistencies are fixed

Liaising with Geidi (IT) and working as a team to ensure effective long term solutions and improvements are both in places to ensure the success of these systems

Working on any new Projects as and when requested, and when managing a project ensuring that you consider all aspects of the business and how the project will affect

Ensuring that all feedback and issues raised by system users are addressed and dealt with as effectively as possible

Ensure all changes are communicated fully and positively encouraging and creating an environment open to change and working through any change resistance with the individual/team

Training Tab Toolbox Topics Training Manuals Fact Sheets Training Tab Toolbox Topics Training Manuals Fact Sheets Airlite Intranet Client Files Library Client Files Mailbox Naming Guidelines Emails Phone Calls Meeting minutes Good working relationships No outstanding issues Good working relationships

Update Dynamics to reflect Traineeship status and course in progress Same format Up to date and reflective of current practices Up to date, working well and continuously improved Tidy, well controlled systems Effective well controlled systems with a positive working relationship with Geidi Successful, well received systems Issues raised closed out fully before moving on Positive response on systems




Arranging and hosting training sessions on systems and changes

Providing monthly updates to the SMT on systems progress

Training attendance sheets Training records Updates

Ensuring staff are trained and knowledgeable on how to use the systems Monthly

Advertising & Uniforms

Action all advertisements requests, placing

adverts on internet websites, newspapers and any other media as required ensuring the appropriate deadlines are met

Ensuring advertising spreadsheet is keep accurate and up to date

Ensuring sufficient number of applicants are available for perusal on the Operations “Recruitment” tab on the company intranet, reviewing every month and adding new applicants ensuring Operations remove the old applicants if not suitable

To actively monitor the expenditure on advertisements and iniate cost savings where possible with the approval of the Group HR/Risk Manager

Ensure all advertising invoices are matched to appropriate order and providing monthly report to SMT

Ensuring sufficient stock of standard uniforms is available at all times

Actioning of all individual uniform request within 24 hours, either supplying uniform from stock where appropriate or ordering uniform through supplier. If ordering ensuring requesting Manager receives and email to advised uniform has been ordered and the ETA on delivery

Maintain register of all outstanding uniforms orders and ensure that necessary follow up occurs so that commitments for delivery of uniforms are not deviated from

Ensure you fill in uniform records fully and sign off the relevant HR section once uniform has been issued

Advertisement Requests Advertising spreadsheet Recruitment folder on Intranet Invoices Invoices Monthly Report Stock take Uniform orders Uniform orders Email to Manager Order Register/Book Uniform Records

Actioned same day if submitted prior to 4pm Up to date and reflective of current adverts Up to date with new applicants when needed Make savings where appropriate Correct order with invoice Monthly Available stock Actioned or ordered within 24 hours Delivered within 2 weeks Up to date Completed fully




HSEQ RESPONSIBILITES (HEALTH, SAFETY ENVIROMENTAL AND QUALITY)

Exercise duty of care at all times, you are responsible for your own duty of care and that of those around you. It is imperative that you perform your duties in a safe manner.

Follow the company’s policies and procedures.

Notify any breach in the policies or procedures to your Supervisor/Manager.

If you identify a hazard follow the company hazard reporting procedure (QP310). If safe to do so eliminate the hazard or if not possible control the hazard to minimize the risk to others.

If an incident occurs follow the company incident reporting procedure (QP311)

Maintain a clean and hazard free work area at all times

Follow all Safe Work Methods Statements/JSEA’s and training provided that is relevant to your assigned duties.

Follow instruction given by your Supervisor/Manager at all times.

Do not undertake any activity if there is any doubt regarding the safety and wellbeing of yourself or others around you.

Be aware of the company HSEQ system and be knowledgeable in the use of the system where applicable to your position

Do not edit or recreate any documentation available on the Company Intranet. Should you require a change in the available documentation you must put this request through the QA Coordinator for action. Do not save any documentation from the Company Intranet to your computer.

Carry out designated duties in a manner that will not cause any pollution to the Environment.

Recognise that you are a representative of the Airlite Group of Companies and act in the Companies interest at all times.

Ensure you obey all legal requirements relevant with your position.

ACKNOWLEDGEMENT

I, _______________________________________________________ have read, understood and agree to the above duties.

Signed:_______________________________________

Date:_________________

Ensure Uniform room is kept clean and tidy at all times

Uniform room

Clean and tidy

Job Description - Training Coordinator

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