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Training Admin

Department: Information, Advice and Training

Responsible to: Information, Advice and Training Service Manager

Hours: 20 hrs 

Basis: Permanent 

Base: Malvern Gate, Worcester.

Salary: £11,471 (£21,222 pro - rata)

 

JOB SUMMARY  

Providing a comprehensive administration service to the Training Team ensuring a customer focused high quality service. Support the smooth running of the team by providing front of house and customer service support to colleagues and clients. 

Contribute to and support the organisations Strategic objectives meeting KPIs and regulatory standards. 

This post is office based.  

  

  

MAIN DUTIES & RESPONSIBILITIES  

Operational Responsibilities   

  • Provide the Training Department with a comprehensive administrative service for all training events either delivered or co-ordinated by the department communicating with internal and external customers. 
  • Deal with a range of Training and Development related enquiries.  
  • Undertake administrative duties relating to all training related systems. 
  • Deal with all pre and post training administration, including the bookings and timely circulation of joining instructions for internal and external customers, prepare and disseminate pre and post course material (e.g., instructional notes, feedback forms) as required. 
  • Liaise with customers promoting   courses, following up enquiries, signposting to booking platform and website. 
  • Maintaining learner records and attendance registers.  
  • Management and processing of training registrations. 
  • Providing customer support for event-related enquiries. 
  • Organisation of training logistics including venues and catering requirements. 
  • Manage and maintain the training calendar for internal and external training courses. 
  • Maintain and monitor all training equipment and stock including laptops/projectors.   
  • Maintain relevant data bases producing reports, statistics and analysis as agreed with Service Manager. 
  • Maintain training records (e.g., trainee lists, schedules, attendance sheets) 
  • Handle accounts receivable and ensure invoices are paid. 
  • Undertake other appropriate duties as reasonably requested. 

 

 

  

Communication and Relationships  

  • Liaise with Associate Trainers and consultants to deliver training as required by the Lead Trainer. 
  • Dealing with telephone and email enquiries, taking messages where appropriate and retrieving answerphone/voicemail messages. 
  • Be the first point of contact for queries within the department. 
  • Liaise with other departments including finance and marketing. 

 

Marketing 

  •  Participate in marketing activities as agreed with Service Manager. 
  • Act as a point-of-contact for vendors and participants. 
  • Ensure training websites, and training marketing material are kept up to date and relevant agreed by Service Manager. 
  • Actively market training offer to prospective clients maintaining and updating client databases e.g., via telephone, email, attendance at promotional events. 

  

Responsibility for Finance/Resources or Budget  

  • Ensures that Training invoices are processed and recorded in an efficient and timely manner.  
  • Follow up on unpaid invoices within agreed processes/time frames. 
  • Responsible for the ordering of any stock/stationery as required by the Training Service. 
  • Monthly review and processing of trainer timesheets. 

  

Skills & Experience required. 

  • Professional and confident with excellent interpersonal and communication skills. 
  • Developing and maintaining effective relationships with internal and external customers and to communicate over the telephone, face to face and in writing. 
  • Excellent planning and organising skills. 
  • Ability to work independently and as part of a team. 
  • Attention to detail, with good administration skills. 
  • Experience of using a Learning Management system (Desired) 
  • Previous experience within a learning and development department (Desired) 

 

Essential Qualifications: 

  • Educated to GCSE level or NVQ L2 equivalent is required. 
  • Computer literate (Word, Excel, PowerPoint, Access, PDF, Teams, Zoom and CMS packages). 

 

OTHER INFORMATION

  • Age UK Herefordshire & Worcestershire is in full membership of, and works within, the philosophy and principles of the Age UK Federation.
  • Age UK Herefordshire & Worcestershire is committed to equal opportunities, principles and practice.
  • All staff, in their particular roles and working collaboratively, will be expected to pursue the aims and objectives of Age UK Herefordshire & Worcestershire set out in the overall strategic plan of the Organisation.
  • All staff must work within the policies and guidelines adopted by the Organisation
  • All staff will participate in the supervision and appraisal systems adopted by the Organisation.
  • Age UK Herefordshire & Worcestershire is recognised as an Investor in People and, in its commitment to staff and organisational development, will identify training needs and will expect and encourage the involvement of all staff in meeting them appropriately.

You will be required to pass a disclosure check regarding spent and unspent convictions and cautions before commencing work. If you disclose any information, you will be treated fairly and will not be discriminated against.

We welcome applications from all sections of the community. If you need any assistance with applying, for example, an alternative format for your application, please contact the Recruitment team on recruitment@ageukhw.org.uk

To apply for any of our vacancies please submit a CV and a statement outlining how you meet our person specification to recruitment@ageukhw.org.uk