Senior Co-ordinator: Individual Director Development at Institute of Directors South Africa

Job Purpose and role within the organisation

• The job purpose of Senior Co-ordinator: Individual Director Development for the IoDSA is to provide, maintain and enhance the professional level of support and services rendered, both internally and externally, as required within the professional environment of the IoDSA. The reputation and the corporate image of the IoDSA are both factors that you will have direct influence over as Senior Co-ordinator: Individual Director Development, your main role within the organization will be to administrate all training programmes within the IDD work stream.

Key responsibilities and duties Internal

• Programme coordination and delivery, including but not limited to creation of training programme on system, booking management according to IoDSA Standard Terms & Conditions, and processes and procedures, and debtor management of assigned programmes.
• Oversight and quality assurance of administration of programme delivery, including but not limited to delegate packs; attendance registers; confirmations; venues; catering, nametags; certificates, invites, bookings, digital platform setup and administration, MCQs, surveys, QR codes, emailing out links, etc.
• Logistical arrangements, client interaction and venue arrangements for both internal and external training rooms
• Drive booking of programmes to meet programme targets and provide suggestions on improving uptake of programmes; ensure programme is profitable a minimum of 5 working days before the programme is run, and inform manager if the programme will not be profitable so that a decision can be made about running the programme or postponing it
• Liaison and relationship building with programme facilitators, including ensuring they have everything they need to facilitate the programme(s) and that the correct slides (which include the correct CI, logo, updates, etc.) are provided for the training programme
• Relationship building, communication and sales role with clients and members
• Control and admin of training online assessments; including follow-up with delegates that did not complete their MCQ’s one week post training.
• Accurate Weekly and Monthly Reporting (reconciliation, statistics, etc.)on programme bookings, income and expenditure to IDD manager, providing and implement solutions to increase bookings and income, and decreasing expenditure.
• Manning of the Training inbox and handle client and delegate queries and escalate to IDD Manager as required.
• Assist with marketing/communication plan and execution for open programmes through the IoDSA available marketing channels.

General

• Ongoing input and improvement suggestions into programme processes and administration to ensure quality and consistency in the workflow.
• Programme invoice (facilitators, venue, catering, etc.) follow up and processing.
• Reporting on debtors and outstanding purchase orders (POs) to IDD Manager and collection of debtors
• Handover of delegate referrals to other relevant departments for follow-up.
• Issue letters of completion to delegates that are eligible for letters.
• Ensure data integrity of delegate database.
• Provide input into monthly reporting framework for IDD Manager
• Ad hoc tasks as required within the IDD work stream.
• Promotion of IoDSA and services to all potential clients / members
• Update the IDD calendar with current and new programme updates/changes.
• Support the team as and when required.
• Ensure sufficient stock for programmes and order stock within budget, as and when required.

Frontline Support

• Relieve switchboard as required.
• Events and functions
• Assist with and attend IoDSA functions as required.
• Attend team building events and/or team meetings as required.

Attitude & Personal Attributes

Mandatory behavioural competencies:

• Purpose: Show commitment, be dependable and understand the why, and do the right things.
• Passion: Be innovative, agile, efficient & have drive.
• Performance: Display excellence, solution-orientated, can take on more, commitment to improvement.
• Professionalism: Act with integrity, show respect, be a team player and have good communication skills.

Additional:

• Ability to prioritise work and work on several tasks at any given time
• Strong client service orientation and a “Client is King” attitude and a high level of courtesy at all times to clients and the IoDSA team
• Ability to work well under pressure and be able to meet deadlines in a pressurised environment.
• A problem-solving and results-orientated mind-set will be required for this position.
• Attention to detail is a non-negotiable attribute required for this position.
• Punctuality
• Work requires willingness to work a flexible schedule if necessary.
• Ability to work well independently and as part of a team.
• Discretion when handling confidential information.
• Ability to embrace change within your working environment.
• Have an exceptional & high accuracy level.
• Handle criticism constructively and implement improvement where required.
• Consistent good behaviour.
• Confidence when dealing with any situation regardless of communication medium.
• Accountability whereby delegated tasks are assigned by the IDD Manager.
• Demonstrate a high level of confidentiality.
• High standard of record keeping and administration.

Experience, training, qualification and required skills (Technical Requirement)

• Diploma (NQF level 6); Bachelor degree would be an advantage.
• Experience in training administration, event planning or hospitality.
• Minimum of 3 years of relevant experience interacting with management level within a professional organization.
• Knowledge of advanced clerical, operational or customer service skills acquired through education, experience or on the job training.
• Maintain a high standard of communication in business English at all times, with excellent verbal and writing skills.
• Advanced level of PC literacy and the use of Microsoft Office Suite is required.
• The ability to practically apply this knowledge on the job.
• Ability to learn new technology with ease.