Livewell Southwest

Sales Co-ordinator

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Job summary

Livewell Southwest are looking to recruit for a Training and Sales Co-ordinator to work within our newly developed training network. The role is a permanent vacancy of 37.5 hours per week, based at Forrester's House, with the expectation that the successful candidate will assist at various venues as and when needed.

This is an inspiring opportunity for a role-coordinating training sales in the new Livewell Southwest Network. The role is key to customer satisfaction as this person will be the first point of contact for customers requiring and booking training.

The post holder will ensure that customers have a welcoming and supportive experience from booking through to evaluation of their chosen training sessions, which could be delivered face to face or virtually.

Liaison and networking with individuals and organisations will be the main focus of this role.

To be considered for this Sales Coordinator you will first and foremost have experience in sales administration from previous roles showing capable skills of managing accounts and must be a strong relationship builder. You will be a proactive team member who can multitask in a fast-paced and time-sensitive environment, possess a keen eye for detail and have exceptional client management or customer service capabilities.

Main duties of the job

To deliver an effective and competent level of administrative support, sales coordination, relationship building and consistently deliver a client focussed service which promotes good customer service and effective working relationships.

To be responsible for providing daily administrative support in the allocated service area ensuring business priorities are met for example: maintaining records, minute taking, data inputting and sales coordination for clinical and non-clinical training.

Typing of confidential reports/e mails including meeting minutes, (which may contain personal and private information) as requested to meet service needs.

Working proactively to support team. Ability to work on own and proactively as part of a team.

Project work on specific work streams such as building the training networks, ensuring all invoicing is sent out and on time.

To provide the day-to-day sales and coordination for all internal and external organisations.

All Livewell Southwest staff are expected to able and willing to work across a 7 day service.

Job Share(s) Considered

"please note that this role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility"

About us

Livewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.

As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.

We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.

Valuing our employees making an investment in their development a priority. We offer:

Protected CPD time for registered staff

Various development pathways and ongoing regular training packages for all staff

Leadership & mentoring programmes

Access & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse Training

A Robust Preceptorship

A bespoke induction programme

Existing members of the NHS Pension Scheme can continue their membership when they join the organisation.

Date posted

10 August 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

B9832-2023-AC-1557-2

Job locations

41 Estover Close

Plymouth

PL6 7PL

Job description

Job responsibilities

9. Key Tasks and Responsibilities of the Post

Management of service

Provide support to customer and anyone who visits our website or contacts the service, acting as the first point of enquiry and sign posting individual to relevant information / service.

Promote the image of the department, checking that notices and leaflets are up to date & well presented.

Support the management team to ensure that internal and external communication systems are in place.

Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately.

Respond to telephone, website enquiries, email, and written queries on behalf of the training networks and including call handling where appropriate as agreed with line manager.

Arrange appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required.

To produce informal and formal minutes as an accurate record of meetings, transcribing and distributing as directed.

Maintain accurate and timely electronic and hard copy information e.g. training logs using organisational systems as directed (ensuring ease of access/retrieval as appropriate) and in line with policies.

Supporting operational staff to access management information, electronic and hard copy.

Collect and collate data to enable managers to monitor budgets and performance in relation to business support function with support of line manager.

Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and Training Network website.

Liaise with the Professional Training and Development team, and other services, to source new course dates and venues, notify them of new bookings, changes, and cancellations.

Ensure Customer Relationship Management System is kept up to date with new bookings / cancellations and enquiries.

Maintain directory sites such as the website and work together with the Community Learning and Development Manager.

Onboard new services/trainers.

Establish and manage working relationships with internal and external stakeholders.

Liaise with web development team to constantly improve and update the booking system.

Send out invoices on behalf of the Finance Team for all training and keep an accurate record for cross referencing.

Assist the Finance Team with invoice / account queries when required.

Help produce training plans for services course dates.

Share delegate information with Associate Trainers pre and post course in a timely manner as agreed in advance.

Manage communication with delegates, notifying them when their accreditations are due to expire.

Production of certificates for bespoke courses.

Assist with social media posting where required only and link in with Community and Learning Development Manager.

Respond to all Community and Learning network enquiries including emails, phone calls, online forms and written ensuring that all contact is responded to in a timely manner.

Meet and greet Community Learning network delegates at the Foresters training Centre as well as external venues.

Attend meetings with services across Livewell Southwest and external customers.

Openly contribute new ideas and opinions to help improve the Community Learning and Development Networks.

Help maintain the LWSW Training Network website a well as the LWSW Professional Training & Development webpage.

Account Management of delegates, assisting them with password resets and where required, guiding them through the site.

Approve / decline transfer and cancellation requests.

Manage discount codes.

Manage the profitability of individual courses, liaising with service leads to cancel non-profitable courses.

Work with service leads to implement process plans, to ensure effective communication between departments.

Upload new courses and course dates / information to the LWSW Training Network website.

Close down courses once completed.

Undertake all day-to-day tasks to ensure the Learning and Development Networks runs smoothly.

Support the Community Learning and Development/Marketing Manager in the promotion of the where necessary.

Draw up quotes for bespoke training requests, ensuring that we are maintaining at an agreed profit margin and are not running the course at a loss.

Work out the costing for all scheduled courses, ensuring that we are not making a loss on the course.

As and when the Community Learning network evolves you will be responsible for supporting an Apprentice or learners.

Keep up to date records with regards to courses sold, profitability and course costs.

Liaise with venues used by the Community and Learning Networks and maintain relationships, and source new venues across Plymouth and the surrounding areas.

Oversee conferences and workshops run by the Community Learning and Development Networks.

Liaise with Xero or the agreed finance systems.

Ensuring a consistent presence in the training centre, setting up and resetting training rooms, welcoming delegates to their training courses and answering any queries they may have in person or have on the telephone.

As the Training Coordinator of the Community and Learning Networks you will be responsible for the efficient and professionalism of the training office and will provide confidentiality and formality in conjunction with strong Interpersonal and communication skills.

Upskilling and selling training alongside the Manager.

As the Training Coordinator of the Community and Learning Networks you will be responsible in setting a weekly report, highlighting your weekly tasks and this will Include the work of the Apprentice as and when the Apprentice is required.

Be compliant with the Data Protection and record management policies and procedures with reference to confidentiality and safeguarding issues.

Be proactive and contribute ideas for improvement in the way the service is delivered.

Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Able to work creatively to increase revenue and share new ideas to improve the service offered to all stake holders.

Financial management

To process and pass for payment all relevant invoices in a timely manner in accordance with business process, with support of line manager.

To support the line manager with invoicing and chasing late payments.