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Key Information
Job title:
Learning Support Coordinator (2030)
Grade/hay score:
Band 1
Job family:
Admin
Contract:
Permanent
Salary:
£25,500 - £35,500
Location:
Baker Street / Acton – Hybrid
Closing date:
Wednesday 27th August 2025 @ 11:59pm
Job Purpose
The purpose of this role is to enable Operational Training & Skills Development (OTSD) to deliver learning services in a professional, consistent and timely way through a highly organised and systematic approach.
This role will provide administrative duties, including planning, scheduling, reporting, co-ordinating and problem solving for OTSD training delivery teams, providing the learning support services to operate effectively.
This role will consistently represent OTSD professionally, in line with TfL values, demonstrating our commitment to our colleagues and our customers. The work is varied in its nature and requires the job holder to be flexible in their approach. They must be able to manage a number of different demands, be able to prioritise their workload and tasks.
Key Responsibilities
* To support the administrative functions and activities of the Apprentice Unit, the Quality Improvement team and the Accreditation and Learning Services team.
* Data input and reporting for monthly levy draw down of funds, annual uploads, and other associated financial reporting.
* Monitor and maintain records for Employer Provider, Assessment Centre and awarding body requirements, e.g., City and Guilds (C&G), Excellence, Achievement and Learning (EAL), to ensure compliance against Office for Standards in Education, Children's Services and Skills (Ofsted), Department for Education (DfE) expectations and OTSD Standards.
* Carry out and monitor learner registrations and enrolment processes and claim certificates for qualifications using systems, e.g., City and Guilds Walled Garden, in a timely manner.
* Support team managers with scheduling, maintain training schedules, liaising with stakeholders/customers as needed.
* Create courses in SAP system (or alternative systems as required) and book external training as needed. This includes overseeing course bookings and queries, sending out joining instructions and pre-learning as needed, monitoring OTSD team inboxes to meet delivery needs.
* Support with new processes to track competence and training requirements to ensure compliance.
* Support teams with administration of End Point Assessment processes and systems, including registration and collation of EPA documents post Gateway to ensure compliance.
* Monitor placement and training records paperwork, reviews & sign-off documentation aligned to ORR (Office of Rail and Road) and Ofsted processes and award body specifications, e.g., City and Guilds, EAL to ensure compliance with TfL/LU and external body standards.
* Provide administrative support for Apprentice time sheet processes, monitoring work plans and escalating issues with attendance.
* Responsible for Personal Protective Equipment, uniform, training equipment purchase to ensure spend is on budget.
* Support teams with recruitment planning, materials preparation, coordination and participation for outreach activities.
* General office coordination to support the running of Training Centres as required, which may include but not be limited to ensuring any facilities management issues are reported, general queries are responded.
* Minute taking at formal and informal meetings
* Produce clear, good quality business documents (includes word processing, spreadsheets and presentations) for internal and external audiences as required
* Receiving and processing enquiries by telephone, email or in person
* Undertake research on topics and initiatives as directed by the management team
* Coordinate and ensure timely completion of reports and briefings
* Implement and manage effective filing systems, carry out printing, photocopying and other administrative tasks as required
Knowledge
Skills, Knowledge and Experience:
* Good knowledge of administration processes
* Basic understanding of Ofsted Education Inspection Framework, application of standards and preparation for inspections
* Basic knowledge of DfE funding rules including levy drawdown and achievement payment processes, or similar information management using bespoke systems' and in dealing with financial data
* Knowledge of the principles of Safeguarding and Prevent.
* Knowledge of SAP, Walled Garden (City & Guilds), OneFile, ACE360 or other End Point Assessment Organisation systems
* Knowledge of how to keep training records, schedule training courses and booking training events.
* Good knowledge of Microsoft office applications, including Word, Excel, Outlook, PowerPoint
Skills
* Able to communicate effectively with a range of stakeholders, representing OTSD/TfL in a professional way.
* Highly organised and able to establish effective and efficient processes for the required tasks.
* Output driven to focus on the priority activities required to support an efficient training department and apprenticeship Unit.
* Good problem solving and risk management.
* Excellent planning, organisation and time management skills.
* Accurately follow processes and procedures.
Experience
* Experience of working in a learning/training/apprenticeship environment
* Experience of working with an Apprenticeship Employer Provider, involving the monitoring of standards, registration of Apprentices and the processes for drawing down Apprenticeship levy payments or similar information management using bespoke systems and dealing with financial data
* Experience in delivery of small projects or project management
* Experience of working in a complex environment with multiple tasks and workstreams.
Application Process
* Please apply using your CV
* Think carefully about the skills, knowledge and experience in the advert and cover this in your CV
* PDF format preferred and do not include any photographs or images
Equality, diversity and inclusion
We are committed to equality, diversity and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria.
Benefits
In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow. Rewards vary according to the level of role but mostly include the below:
* Final salary pension scheme
* Free travel for you on the TfL network
* Reimbursement of 75% of the cost of a standard class Ticket for National Rail travel from home or 75% reimbursement on a 28-day flexi ticket
* 30 days annual leave plus public and bank holidays
* TfL is committed to work-life balance, operating a hybrid working approach where business and role requirements allow
* Private healthcare discounted scheme (optional)
* Tax-efficient cycle-to-work programme
* Retail, health, leisure and travel offers
* Discounted Eurostar travel