24310 - Venue Co-ordinator

£23,501 - £26,138 pro rata
12 Months
South West
Band 4
Part Time/Job Share, Flexible Working
Administration / Corporate Support

This post is based at Guys Marsh Learning Centre but reports to L&D Group.  This post is a part-time job share and the pattern of work is 18.5 hours to be worked Thursday and Friday one week and Monday and Tuesday the second week.

Overview of the job

  • This may be a HQ lone worker role in Learning & Development Group responsible for the day to day running and service delivery for a learning venue, ensuring a safe, secure and hygienic environment and an excellent standard of facilities are provided to its customers. The post holder will be required to promote the use of the learning venue to ensure maximum utilisation of its facilities.
  • The post holder is a lone worker but part of the Learning Event Management function within Learning & Development Group and reports to the External Venue Manager who in turn reports to the Head of Learning Events Management
  • This non-operational HQ role does not have line management responsibilities, and is based at one of the eight learning centres located across England and Wales, or the NTRG training sites.
  • The Learning Venue Manager is responsible the Health and Safety of all delegates attending the Learning and Development venue.
  • The post holder will not be required to work unsocial hours however there may be a requirement to work outside of normal hours (NTRG training sites only)
  • Ensures the availability of Care Team support to NTRG staff 24 hours a day (NTRG training sites only)


  • Responsible for the day to day management of the learning venue ensuring it is a safe, secure and hygienic environment for staff and visitors with an excellent standard of facilities        
  • Maximise and promote the use of the learning venue and its facilities
  • Maintain good communications with all key stakeholders

Responsibilities, Activities & Duties

You will be required to carry out the following responsibilities, activities and duties:

  • Playing a key role in driving the business towards achieving people related target as well delivering against all strategic learning objectives by sharing best practice across group Learning estate
  • Taking overarching responsibility for the delivery of a cost effective and productive learning and development environment
  • Delivering a first class customer centred approach to learning and development, promoting and championing group values and ethos
  • Key stakeholder management both internally and external including the promotion and selling of the facility to other Government agencies.
  • Responsible for the delivery of a learning environment free from discrimination and harassment whilst ensuring, where possible, all delegates training needs are met.
  • Key holding responsibility and management for all security issues relating to the Learning Venue, including out of hours.
  • Ability to manage a safe working environment for staff, visitors and contractors. Up to date knowledge and understanding of Health and Safety legislation, and knowledge and ability to complete Safe Systems of Work and Risk Assessments in a timely manner, undertaking periodic facilities management reviews and reporting any issues promptly.  
  • Responsible for management of information including data protection and information assurance within the learning venue
  • Training room management including procurement of materials and furniture within departmental budget
  • Working collaboratively with NOMS Learning & Development to support the delivery of mandatory training, ensuring the business remains statutory compliant e.g. Health and Safety
  • Management of the Learning Venue providing a safe, secure, hygienic, and productive environment. Undertaking periodic facilities management reviews and reporting all risks and issues through agreed processes.
  • Ensuring customer satisfaction by dealing with all customer complaints and requests and managing issues that may arise swiftly and competently
  • Management of all ICT systems within the venue and to provide ICT support and assistance to both trainers and delegates
  • Proactive approach to business improvement through self-evaluation utilizing customer satisfaction surveys
  • Undertake the role of Fire Marshall when required and the undertaking of statutory testing of fire alarm systems. Reporting any identified faults to the Estates Department.
  • Delivering timely Management Information reports to Group in regards to course evaluations and utilisation of the Centre.
  • First Aider – First on scene for any medical incidents within the Centre and be prepared to administer emergency first aid. Follow locally agreed process to request emergency services and further assistance if required.

Learning Centre Managers undertake a number of additional responsibilities including:

  • Vetting Contact Point, providing national resource to the service
  • delivery of Vetting Contact Point training
  • playing an active role in targeted advertising of specific courses to regions to ensure courses are filled so reducing course cancellations
  • Assisting National Trainers as Role Players when required

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder


All of the competencies in the NOMS CQF are relevant to this group profile. For the purpose of selection the following competencies will be measured:

Setting Direction

Changing and Improving

Engaging People

Leading and Communicating

Collaborating and Partnering

Delivering Results

Managing a Quality Service

Essential Skills Qualifications, accreditation & Registration

  • Excellent customer service skills.
  • The ability to communicate at all levels of the business.
  • Excellent organisational skills – ability to prioritise.
  • High integrity with exceptional interpersonal skills.
  • The ability to work on own initiative.
  • Strong problem solving skills and resilient when faced with issues.
  • The ability to communicate at all levels of the business.
  • Strong project management skills.
  • A customer focused and results driven approach to work.
  • Excellent communication and interpersonal skills, with the ability to deal effectively with people of all levels.
  • Flexible and adaptable approach to work.
  • Experience of designing, delivering and maintaining effective systems and working practices would be desirable.
  • First Aid trained or successful undertake training on commencement of post.
  • Excellent IT Skills.
  • Knowledge of Health & Safety Legislation.

The jobholder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.

Working Arrangements & Further Information

Some of MoJ’s, including HMPPS, terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

Standard working hours for this post are 37 hours per week excluding breaks which are unpaid.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.


Annual Leave

-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.

Bank, Public and Privilege Holidays

-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment


-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.

Work Life Balance

-HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ

Season Ticket Advance

-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work

Childcare Vouchers

-HMPPS offers a childcare vouchers scheme. The scheme enables staff to take part of their salary in the form of Childcare Vouchers. This is known as a Salary Sacrifice. The vouchers can then be used to help meet the costs of any form of registered or approved childcare for children aged 0-16. The vouchers are exempt from tax and National Insurance contributions


-HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes

-There are opportunities to access promotion programmes and HMPPS provide a variety of training appropriate to individual posts

-All staff receive security and diversity training and an individual induction programme into their new roles


-All candidates are subject to security and identity checks prior to taking up post

-All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS

-All staff are required to declare whether they are a member of a group or organisation which HMPPS considers to be racist



Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

The Civil Service embraces diversity and promotes equality of opportunity.

There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

Expected week commencing 11/03/19

22/02/2019, 23:55 hours.

Closing Date: 22nd February 2019 at 23:55 hours

If you require any assistance please call 0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk. Please quote the job reference.

Candidate Information

You may be required to provide statements describing your skills and experience relevant to each of the selection criteria. We recommend that you structure any examples as Situation, Task, Action and Result. For more information about the recruitment process and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

In the event of a large number of applications, we reserve the right to undertake the following processes:

  • An automated online test where a benchmark must be passed to progress;
  • A sift on the lead selection criteria. If this happens, the lead criteria will be the first one listed in the advert.

During the selection process, you may be asked to undertake an additional assessment (such as written test). If this is applicable you will be notified of this when you are invited to interview.

if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk) in the first instance
Changing and Improving
Leading and Communicating
Collaborating and Partnering
Managing a Quality Service

This Vacancy is closed to applications.