Job Overview
To provide comprehensive administrative and logistical support to the Technical Training Department in the co-ordination and delivery of external technical training.
Responsibilities:
Course Administration and Coordination
* Schedule and book technical training courses for external clients, ensuring dates, venues, and resources are confirmed in advance.
* Act as the first point of contact for course enquiries, providing clients with information, quotations, and joining instructions.
* Maintain accurate training schedules, spreadsheets, and databases, ensuring all bookings and updates are logged promptly.
* Ensure course packs, registers, and assessment materials are prepared and distributed to trainers ahead of delivery and the training room is ready for the course.
* Submit course information to online portals by required deadlines.
* Process candidate registration details, ensuring compliance with awarding body requirements.
* Check trainer and assessor competence approvals before confirming course delivery.
Quality, Compliance and Documentation
* Upload completed course paperwork and maintain secure electronic records in accordance with company and awarding body requirements.
* Support internal and external audits by ensuring all course documentation is accurate, traceable, and up to date.
* Review candidate feedback and evaluation forms, summarising findings for the Operations Manager.
* Ensure certificates are issued accurately and distributed to clients within agreed timescales.
* Assist in maintaining departmental compliance with GDPR, data protection, and record retention policies.
Financial and Reporting
* Record course attendance, completions, and payments relating to course bookings.
* Collate statistics for monthly management meetings.
* Provide administrative assistance for invoicing and tracking of income and expenditure.
Communication and Liaison
* Liaise effectively with trainers, assessors, and clients to co-ordinate course delivery and report any issues arising.
* Maintain positive client relationships by ensuring communication is timely, professional, and accurate.
* Support the co-ordination of departmental meetings, briefings, and audits, including preparing agendas and recording minutes.
Continuous Improvement
* Share opportunities for improving the running of the department.
* Aid the development and implementation of new procedures or systems.
* Assist with marketing co-ordination for published course dates, ensuring compliance in promotional materials.
Essential Requirements:
* GCSE (or equivalent) English and Maths at Grade C / Grade 4/ or equivalent
* Experience in administration and coordination in a business setting
* Experience liaising with clients/customers and other businesses
* Proficient in Microsoft 'Word', 'Excel' and 'Outlook'
* Strong organisational and multitasking skills
* Excellent written communication
* Confident in verbal communication via phone, face to face and online video
Desirable Requirements:
* Level 3 qualification (A Level, BTEC or equivalent)
* Business Administration qualification
* Assessor qualification
* Experience in the rail industry
* Experience in a training environment
* Experience working with awarding bodies
* Knowledge of RTAS / NSAR requirements
* Proficient in making Agendas and Meeting Minutes.
* Knowledge of issues facing small businesses
Personal qualities required:
* Highly organises
* Self-motivated
* Efficient
* Attention to Detail
* Work well in a team
* Positive attitude to problems
Job Types: Full-time, Permanent
Pay: £26,000.00-£32,000.00 per year
Benefits:
* Casual dress
* Company pension
* Sick pay
Work Location: In person