Job Title: Training and Event Co-ordinator
Location: Chippenham
Contract type: Temp - Permanent
Contract Dates: ASAP - 30/04/2023
Schedule type: Full Time
Job Role:
Manage and maintain the training and competence records for the company, Schedule track training based on Sentinel requirements, ad-hoc requests for projects and regions, waiting lists or from expiring records.
To provide effective and efficient training and event administration service and Education and Skills. Prepare routine reports, correspondence, and / or statistics.
Maintains the integrity of Training and Safety Critical Competency Assessment records and filing systems; types and enters data into computer systems, including word processing, spreadsheet, presentation, database, or specialised software packages. Handle customer and business queries by telephone and email, including general and sales queries, payments and invoicing activity.
Schedules medicals based on requests from on-boarding, ad-hoc business requests for new sponsors and expiries as well as day to day enquiries. Co-ordinate the delivery of training courses and events to meet external businesses, individual’s, departmental and company
requirements. Support the Senior Management in its role to provide Education and Skills.
Key Accountabilities:
Administration, Planning and Facilities
Track Safety Training; Working alongside business partners at Intertrain to manage expiring track safety competences and schedule training where necessary. Sentinel management; managing sponsorship, recording safety briefings, ensure business documentation up to date.
Work closely with Senior Management to develop, manage and deliver the training plans and calendar for NTAR. Medicals; Scheduling medicals based on requests from on-boarding, ad-hoc business requests for new sponsors and expiries
Handle general and booking enquiries.
Handle payment queries (PO and Card) and take telephone payments if required, updating the relevant systems with payment information.
Ensure all required resources are available and in place for events.
Notify maintenance resource to ensure classroom layout is correct.
Handle pre events queries and action.
Welcome delegates and manage, check out.
General on the day queries from delegates.
Handle inbound calls, email and social media queries.
Ensure delegate entry to site and parking.
Ensure tea/coffee facilities refreshed, lunch placement and clearance.
Ensure consumables, instructions, equipment in training rooms.
Check AV equipment.
Assisting the ADF team in maintaining arrangements for learner well-being, safety, Safeguarding.
Capture and report on learner and stakeholder satisfaction data’
Carry out research, sourcing external suppliers as directed.
Provide suitable and cost-effective solutions.
Assist with social media queries
Customer Relations
Collaborate with both internal and external customers
Health, Safety & Environment
Implement safe systems and controls within your area of responsibility - Understand, implement, and comply with the companies policies.
Raise issues and participate in implementation of agreed changes.
Fully participate and engage in behavioural safety agenda to ensure you and your team work safely.
Take reasonable care to avoid acts or omissions that may have an environmental impact.
Accept personal responsibility to take care of ourselves and any others affected by one’s own acts or omissions
Continuous Improvement/Quality
Actively participate in our continuous improvement programme and drive implementation of improvements from the team.
Continuously develop cross functional and departmental processes.
Behaviours
Exhibit the companies behaviours throughout your career.
Compliance
Monitor compliance to meet internal control procedures and take appropriate corrective action.
Ensure awareness and understanding of compliance policies and ‘Tell Us’ ethos.
Implement in areas of responsibility
Other
This role profile may vary from time to time in accordance with changes to business needs. Your annual objective setting with your line manager will outline any additional responsibilities to meet business requirements or individual development needs for the forthcoming financial year.
Stakeholders & Interfaces:
Head of Education & Skills, Head of Administration and Facilities, BU Function heads, Employees, Apprentices, Interns and Graduates.
Qualifications, Experience & Technical:
Essential:
Excellent Planning and Administration Skills, Customer service experience
Highly Organised
Attention to Detail
Experienced in using Microsoft Office Suite (Outlook, Word, Excel, Sharepoint, Yammer)
Preferred:
L&D NVQ Level 3
Administration and Database Management experience desirable
Good presentation skills
Knowledge of the Apprenticeship cycle and supporting processes
Relevant training qualification (CIPD or similar)
OFSTED & ESFA rules and guidance. Relevant event management training