Job Description for Trainers

Primary Roles & Responsibilities

1.    Conduct any and all service training courses, in <state locations>

2.    Provide effective, accessible, active and efficient learning for anyone involved in <state job roles>  etc., etc.

3. Write course materials.  Update course materials at the end of each course, and, if the course is not running regularly, update all course materials on a monthly basis

4. Update the cloud back up, ensuring the latest edition of all course materials are available to all trainers at all times

5. Carry out admin tasks associated with running a training course in <state locations>; book and prepare classrooms, book catering, prepare and print course materials, prepare classroom activities, etc., etc. Liaise with <state name of people>.

6.  Prepare and complete all paperwork on time and to the required standard for service training courses; e.g. attendance sheets, handout materials, activities, course review forms, etc., etc.  Maintain, back-up and secure these data records

7.  Prepare, complete and share on time the monthly reports detailing all training which has taken place, as well as an overview of all activities carried out during the month

8.  Formulate and develop training materials and courses for future training needs

 

Additional Responsibilities

1. Deputize, in day to day matters, for direct line manager during their absence

2. Assist with the audit, as and when required; Prepare for departmental audits.  Maintain organised and up to date records as required by and in conjunction with the audit team. Cooperate and assist during the audit.  Action within the time frame given all audit findings, improvements required and observations

3. Help prepare budgets

4. Stay current with industry trends.  Advise other employees on their relative importance and impact on the job holder’s area of accountability

5. Work as a team member of service training and <state department name and company name>.  Help to develop the team and other members of the team

6. Carry out any other duty, as assigned by line manager

Know How  (Experience & Key Skills)

1.    Degree in a business discipline, from an internationally recognized university

2.    Train the trainer qualifications

3.    At least 5 years training experience

4.    Computer literate: Windows & Microsoft Office

5.    Confident and capable in written and spoken English.

Key Competencies

Up to date knowledge of developments in the fields of learning & development for airline crew.  Experience in developing and managing learning & development programmes:

1.       Technical Expertise

2.       Industry Knowledge

3.       Inspire Others

4.       Staff Training & Coaching

5.       Report Writing & Presentation Skills

6.       Business/ Organisational Awareness

7.       Constructively Tough Minded

8.       Maintain Personal Credibility/ Meet Ethical Standards

image taken from: here

Recruitment Process, Internal

here are a series of emails which you can copy and paste should you wish and are self-explanatory regarding the recruitment of trainers internally:

-

email 1; ask staff to apply

Dear all,

It gives us a great pleasure to announce we intend to run a train the trainer course during <insert date>. 

This course will cover the principles of learning, how to train and how to ensure learning is transferred to participants.  It will be as inter-active as possible and should you be selected to attend, you will be expected to run several training sessions during the course.

Upon completion of the course you'll be able to conduct training in <state location/s & subject areas> on a part time basis.  

This opportunity is open to all <state level of authority in the organisation> and application does not depend on length of service.  Please note however, personal files will be checked and taken into account during the recruitment process.

Please send an updated CV and a letter of interest by <insert date> to <insert name> at;  <insert email address>

Short listed candidates will be asked to prepare a 10 minute presentation and an interview (details of which will be sent once the application deadline has passed).

We look forward to hearing from you.

Best regards,

-

email 2; reply to applications, if sent before the stated deadline

Dear <insert name>,

Many thanks for your application! 

We're very happy you applied, and we'll be in touch soon.

Best regards,

-

email 3; explain what is required at the presentation/ interview

Dear <insert name>,

Thank you for applying for the recently advertised position of part-time service trainer.

We're aiming to hold interviews in <insert location> and in <insert second location, if relevant> at the end of <date at least one week ahead, but a month is better for the candidates>.  We will then run a <insert name of course> for <insert number of days> in <insert approximate date> for successful applicants.  (please note all dates will be dependent on operational requirements)

In preparation for the interview please choose one of the following subjects and create a 10 minute PowerPoint presentation, with no more than 6 slides:

1.            

2.            

3.            

Any notes used during your presentation should be handed over once you have finished the interview.

Following your presentation, there will be a half hour interview with a panel.

please make sure your:

 presentation takes no less than 12 minutes and no more than 18 minutes

supporting handout materials are no less than two and no more than three pages of A4 

If you have any questions, no matter how small, regarding the interview or the PowerPoint presentation, please do not hesitate to contact me on this email address <insert email address> or on my mobile:  <insert number>

I'm very happy you applied and all the best in your preparations.

Best regards,

-

email 4; state individual date & time of interview

Dear <insert name of applicant>,

I am writing to let you know your interview for Train the Trainer will take place on <insert date> at <insert time> in the <insert room, floor number and building name + name of city and directions, if applicable>.

Please arrive 5 mins early, with a digital copy of your presentation. 

A computer will be available for use, however if you would prefer to bring your own computer with you please do.  Please be sure to bring a bring a copy of the presentation on a USB, just in case the wire to the TV screen does not connect with your computer. 

If you have any questions about any part of the process, please do not hesitate to contact me on mobile <insert number>.

Best regards,

-

email 5; successful or unsuccessful at interview

Dear

I am writing to let you know you successfully completed the train the trainer course which was held last week.  CONGRATULATIONS and well done.  

I’ll be in touch in the near future with more details with how your development will continue and the courses we are intending to run. 

Welcome onboard the training team, it’s good to have you here.

Best regards,

-

Dear

I’m writing to let you know unfortunately you were unsuccessful at the interview for train the trainer which was held last week. 

Should you wish to set up a meeting to discuss any part of the interview, please contact me on <insert email address>

Many thanks once again for your effort and interest in train the trainer.

Best regards,

-

email 6; start date for train the trainer course 

Dear <insert name of applicant>,

I am writing to let you know the Train the Trainer course will take place from <insert start date> to <insert finish date> at <insert time> in the <insert room, floor number and building name + name of city and directions, if applicable>.

If you have any questions about any part of the process, please do not hesitate to send an email or contact me on mobile <insert number>.

Best regards,

-

email 7: successful or unsuccessful at train the trainer course

Dear <insert name of applicant>,

I am writing to let you know you successfully completed the train the trainer course which was held last week.  CONGRATULATIONS and well done.  

I’ll be in touch in the near future with more details with how your development will continue and the courses we are intending to run. 

Welcome on-board the training team, it’s good to have you here.

Best regards,

-

Dear <insert name of applicant>,

I’m writing to let you know unfortunately you were unsuccessful on the train the trainer course which was held last week. 

I know you spent a lot of time working on the materials and your development – you really did make a great effort.  With that in mind I would like to say how sorry I am about not passing. 

If you are interested, I’d like to suggest you contact me to set up a meeting so we can discuss the course and your future development. 

Many thanks once again for your effort and interest in the course.

Best regards,

image taken from here

Print Course Materials

it is suggested handout materials are printed on a photocopy machine so changes can be incorporated easily and handout materials remain up to date.  sending handout materials to an external printer can save you money when you compare the cost of photocopy ink with the cost of printing outside the organization, but remember:

1. the handouts will become out of date if changes take place inside the organization 
2. whenever possible, remove information from your handouts which changes regularly e.g. organisational charts, job titles
3. printers will charge for a minimum quantity of items printed

printing using the photocopier
with course materials it is suggested they are printed on white A4 paper, using both sides of the paper.  the papers should be either stapled together, using two staples on the left hand side of the page, or punched and inserted into an A4 file.

remember, when you are printing handout materials, no one else will be able use the printer and you will make a lot of people angry if you block up a photo-copy machine all day.  if you have a lot of printing to do, ask all users before you start to print if it's OK to do so, and then print for a maximum of 10 minutes at a time - be sure to let other office staff use the photocopier.

print only the number of copies you need for each course; one for each participant + one copy extra for the trainer.  the trainer should write updates and information to be added to the course on their copy and once the course is finished, the material is updated as soon as is possible.  if you leave it till the next time you run the course, not only is it unlikely to happen, all the improvements will have been forgotten.

count the pages
before you start printing handout materials, count the number of sheets of paper needed.  that way you should have time to order additional stock or find it from somewhere else.  always keep spare paper somewhere in the office so you don't run out. 

leave yourself enough time to print, and factor in something will go wrong such as:

1.  printer will break down, it's a weekend and the maintenance can't be called
2. the ink will run out
3. the toner waste will fill up
4. the paper will run out
5. the paper won't feed through the photocopier
6. the computer won't connect with the photocopier

include the date
if you print off lots of spare copies, in addition to wasting resources, you're likely to find they'll be out of date when you run the next course.  it is suggested the date is printed on the bottom of all handout pages so students are aware which is the latest information when/ if they compare handout materials.  

make sure to print the latest edition and destroy any old digital versions you may have stored in your computer.  having said that, wait to destroy the old version until the course using this version has finished (you'll want to print the same version if you have late joiners).

course materials should be updated regularly as the course changes and new items are added and redundant parts are removed.  if it’s a new course which is being run, the handout materials will be updated daily as you realize what you want changed.  

image taken from  here

Book the Training Room

first, get yourself a booking system if you possibly can.  online booking apps or programs are available and allow users to book a specific room, on a specific day, for a specific amount of time.  easy!

many of us are still using excel and a frustrated administrator to organize training rooms.  be kind.  be nice.  be gentle.  it is suggested you give as much notice and flexibility as you can muster, even on days when you're not feeling very hospitable or charitable ...


when booking a classroom check:

1. what will the room look like to the students  (a good place to spend 4 days? messy? uninviting? dirty?)
2. what time the room is opened on the day the training takes place. is there a cleaner who 'owns' the keys? how can you contact this person? and what if you want to start before, and/ or end after, the allotted opening hours?
3. computer  (does it exist?  how is it used? do you need to bring my own?)
4. internet connection (how bad is it?)
5. projector  (does it exist? and if it does, where is it? is there a zapper/ buttons to use the projector?  and where is it located? how does the projector work? are there any tricks to ensuring it work? and is there a technician if it doesn't? is there a wire to connect the computer with the projector or do you need to bring one with you?)
6. light switches  (where are they? how do they work? does the electricity regularly disappear at any point ?)
7. air conditioner/ heater  (where is the temp switch? does it work? do I have to share it with other people/ training rooms?  who do you contact if it stops working?)
8. how do the curtains open? can the windows be blacked out if you need to show a film?
9. how do the windows open?
10. does the door close?
11. minimum and maximum number of participants which can fit in the room?
12. how many tables?  (can they be moved? are the legs attached to the table top?)
13. how many chairs?  how many of those are broken?  where can you find extra chairs if you need them?
14. are there any noises which will interrupt your training?
15. is there anything you might trip over?
16. layout of the classroom and can that be changed to suit your needs?
17. space for leaving your belongings and training materials
18. flip charts & stand  (is there spare paper? does the stand fall over when pressed lightly?)
19. board markers  (do you need to bring your own?)
20. spare paper & pencils/ pens for students
21. water fountain  (where is it? how do you refill the water when it runs out?)
22. where is the the tea, coffee, water and small food items? what is the system for ordering?
23. are there any restaurants nearby?
24. bathroom locations
25. emergency exit location, where is it? outside meeting point, where is it?
26. what has gone wrong in this room previously?
27. are there any rules that you must follow when using this training room?
28. is there any thing else you should know about that hasn't been asked?

Practice:

1. book the room as far as possible in advance
2. be as flexible as you can be when someone desperately needs 'your' room.  in the end, it isn't 'your' room, even if you booked first ...

picture taken from here

Attendance Sheets

these will need to be filled in for each and every training session that is run by you, or your direct reports.  Audit will want to review them at some point (they'll want the i's dotted and the t's crossed) and you'll also need to collate the information with other attendance sheets to produce monthly, quarterly and annual reports.

it's easiest to fill in and read an attendance sheet if it's split into two parts:

1. course details
2. student details

course details should be readable and include:

1. course name
2. course date/s 
3. course timings
4. trainer/s name  (+ facilitators & observers if applicable)
5. group name (if applicable)
6. location

whilst the details for each student should include:

1. number count (so you can easily count the number of students who attended)
2. name (ask students to write in capitals so certificates can be spelt correctly)
3. staff number
4. mobile phone number (for contacting the student if they are late)
5. tick boxes for each day of attendance, if the course is two days or longer.  if a student is late the number of minutes late can be written in one of the corners of the daily tick box
6. student's signature
7. space for the team leader (if there is one)

At the end of each training course:

1. enter the data from the attendance sheet into your training data base  (who attended, the month it was held in, number of days training and number of hours training)
2. scan in the attendance sheet so you have a digital copy  (label and save it somewhere that makes it easily found in six months time)
3. file the paper copy into an (organised) attendance sheet file
4. update your monthly report

Benefits:

1. no panic attacks when audit want to come and visit
2. weekly/ monthly/ quarterly/ annual reports are easily written, especially if the attendance sheets are stored in course and date order
3. extra data can be easily found when someone in the hierarchy wants additional data, at short notice, that you are not expecting to be asked about  e.g. what is the turnover rate for students who attended the course on sheep shearing, in August 1989?  and how does that compare with those attending in 2009?

image taken from here