Training and Event Officer

Purpose of the role

You’ll be the main contact for the national training team providing support directly to kinship carers, training facilitators and others relating to the access and delivery of training events and workshops.

You’ll provide professional and effective administrative and technical support to training operations, including co-ordinating logistics, publishing event details, administrating the back-end data, supplier communication, financial administration and attending in person and online events to ensure smooth delivery.

Training event coordination

• Provide administrative support, including supplier communication, coordinating logistics and delivery of all relevant general and financial administration tasks
• Be the first point of contact for the team, for both internal and external purposes
• Monitor email inboxes and respond to enquiries and complaints professionally and in line with internal process.
• Communicate effectively with all stakeholders to coordinate and confirm event logistics for in-person and online events.
• Identify and secure appropriate organisations to exhibit as part of Roadshow marketplace events, providing in-event hosting of these organisations.
• Source and secure venues and catering that meet event requirements for all in-person training events.
• Provide administrative, practical and technical support at training events both online and in-person.
• Act as central point for Zoom set-up, licenses and queries for team, kinship carers and external partners.
• Ensure all facilitators have the resources they need to hand in the right place at the right time.
• Ensure all event details are published to enable bookings to required deadlines and include accurate and up to date information.
• Think ahead and plan contingency to deal with issues, clearly communicating with all stakeholders at each stage.

Systems and processes coordination

• Monitor planned expenditure to ensure it is in line with event budgets.
• Ensure invoicing and payments are accurate and processed to time.
• Support the monitoring and reporting on training activity via our Salesforce database, including providing data reports as required.
• Support the production, update, distribution and quality assurance of workshop materials and ensure all collateral is on brand, signed off as required.
• Develop and maintain an asset register of all training materials and equipment, ensuring availability when and where it is needed.
• Ensure accurate and up-to-date information is available through all channels including on Kinship’s website, Notion and other online platforms
• Act as website champion for the team, managing and uploading all training content (workshop and events) and ensuring online training information is kept up to date.
• Provide support to the training team as required including to assist service improvements and supporting manualisation and documentation of all processes
• Set up and implement effective tools and documentation to support all operational needs of the training service.

Team culture

• Act in the best interest of Kinship and the families we support.
• Maintain and contribute up to date understanding of kinship care.
• Deliver effective administration with attention to detail and keeping to deadlines.
• Actively contribute to delivering and evidencing a high performing service.
• Take responsibility for your ongoing continued professional development.
• Work in line with the Kinship values.

Experience and Knowledge

• Proven experience in event logistics planning and supplier communication
• Excellent customer service skills, responding to requests promptly and with due care and attention.
• Experience of delivering externally facing work of high quality and attention to detail
• Significant working experience of administrating Zoom to support event delivery
• Significant working experience of using Microsoft tools, Salesforce and other platforms and software (e.g. Notion, Asana, WordPress) for data management, recording practice, developing promotional materials and reporting.
• Maintain accurate and up to date records ensuring all participants receive appropriate post event follow up to time
• Experience of supporting service development and improvement, working within a team to implement user-friendly processes and resources to promote best practice.
• Production of reports, managing data for evaluation purposes and customer service.
• Exceptional verbal and written communication skills, tailored to suit a range of audiences

Skills and Abilities

• Excellent organisational and time management skills
• Ability to work responsively with remote teams across multiple projects simultaneously to support impactful programme delivery.
• Ability to work collaboratively within a team environment, relating effectively to a range of people
• Ability to work flexibly, anticipating the needs across teams, to provide timely support on varied tasks prioritising effectively as required.
• Ability to apply equality, diversity and inclusion principles in all areas of work
• Ability to work resiliently in a fast-paced environment, responding to time pressures positively.
• Willingness to travel across England on occasion, as required (such as for events), working flexibly in response to the need.

• An understanding of social care systems and professional networks associated with social care or other related professional networks.
• Personal experience of kinship care or thorough understanding of the experience of kinship care.