Administrator

Job description

Job responsibilities

9. Key Tasks and Responsibilities of the Post

Management of service

Provide support to customer and anyone who visits our website or contacts the service, acting as the first point of enquiry and sign posting individual to relevant information / service.

Promote the image of the department, checking that notices and leaflets are up to date & well presented.

Support the management team to ensure that internal and external communication systems are in place.

Ensure that all complaints, compliments, concerns, comments, and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately.

Respond to telephone, website enquiries, email, and written queries on behalf of the training networks and including call handling where appropriate as agreed with line manager.

Arrange appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required.

To produce informal and formal minutes as an accurate record of meetings, transcribing and distributing as directed.

Maintain accurate and timely electronic and hard copy information e.g. training logs using organisational systems as directed (ensuring ease of access/retrieval as appropriate) and in line with policies.

Supporting operational staff to access management information, electronic and hard copy.

Collect and collate data to enable managers to monitor budgets and performance in relation to business support function with support of line manager.

Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and Training Network website.

Liaise with the Professional Training and Development team, and other services, to source new course dates and venues, notify them of new bookings, changes, and cancellations.

Ensure Customer Relationship Management System is kept up to date with new bookings / cancellations and enquiries.

Maintain directory sites such as the website and work together with the Community Learning and Development Manager.

Onboard new services/trainers.

Establish and manage working relationships with internal and external stakeholders.

Liaise with web development team to constantly improve and update the booking system.

Send out invoices on behalf of the Finance Team for all training and keep an accurate record for cross referencing.

Assist the Finance Team with invoice / account queries when required.

Help produce training plans for services course dates.

Share delegate information with Associate Trainers pre and post course in a timely manner as agreed in advance.

Manage communication with delegates, notifying them when their accreditations are due to expire.

Production of certificates for bespoke courses.

Assist with social media posting where required only and link in with Community and Learning Development Manager.

Respond to all Community and Learning network enquiries including emails, phone calls, online forms and written ensuring that all contact is responded to in a timely manner.

Meet and greet Community Learning network delegates at the Foresters training Centre as well as external venues.

Attend meetings with services across Livewell Southwest and external customers.

Openly contribute new ideas and opinions to help improve the Community Learning and Development Networks.

Help maintain the LWSW Training Network website a well as the LWSW Professional Training & Development webpage.

Account Management of delegates, assisting them with password resets and where required, guiding them through the site.

Approve / decline transfer and cancellation requests.

Manage discount codes.

Manage the profitability of individual courses, liaising with service leads to cancel non-profitable courses.

Work with service leads to implement process plans, to ensure effective communication between departments.

Upload new courses and course dates / information to the LWSW Training Network website.

Close down courses once completed.

Undertake all day-to-day tasks to ensure the Learning and Development Networks runs smoothly.

Support the Community Learning and Development/Marketing Manager in the promotion of the where necessary.

Draw up quotes for bespoke training requests, ensuring that we are maintaining at an agreed profit margin and are not running the course at a loss.

Work out the costing for all scheduled courses, ensuring that we are not making a loss on the course.

As and when the Community Learning network evolves you will be responsible for supporting an Apprentice or learners.

Keep up to date records with regards to courses sold, profitability and course costs.

Liaise with venues used by the Community and Learning Networks and maintain relationships, and source new venues across Plymouth and the surrounding areas.

Oversee conferences and workshops run by the Community Learning and Development Networks.

Liaise with Xero or the agreed finance systems.

Ensuring a consistent presence in the training centre, setting up and resetting training rooms, welcoming delegates to their training courses and answering any queries they may have in person or have on the telephone.

As the Training Coordinator of the Community and Learning Networks you will be responsible for the efficient and professionalism of the training office and will provide confidentiality and formality in conjunction with strong Interpersonal and communication skills.

Upskilling and selling training alongside the Manager.

As the Training Coordinator of the Community and Learning Networks you will be responsible in setting a weekly report, highlighting your weekly tasks and this will Include the work of the Apprentice as and when the Apprentice is required.

Be compliant with the Data Protection and record management policies and procedures with reference to confidentiality and safeguarding issues.

Be proactive and contribute ideas for improvement in the way the service is delivered.

Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Able to work creatively to increase revenue and share new ideas to improve the service offered to all stake holders.

Financial management

To process and pass for payment all relevant invoices in a timely manner in accordance with business process, with support of line manager.

To support the line manager with invoicing and chasing late payments.

Please see supporting information for full Job Description and Person Specification.

Person Specification

Qualifications

Essential

• Vocational Qualification Level III or able to demonstrate the skills, knowledge and ability work to this level
• Maths & English GCSE Grades 4 and above or equivalent

Knowledge

Essential

• Working knowledge of Microsoft Office including Word and Excel
• Understanding of confidentiality & data protection act
• Able to build effective working relationships with customers and colleagues/staff

Desirable

• Understanding of Data Protection and GDPR.
• Understanding of community and healthcare services
• Experience of networking, relationship building and sales

Skills & Abilities

Essential

• Excellent communication skills both verbally and in writing.
• Ability to prioritise own workload.
• Ability to work effectively as part of a team.
• Ability to use initiative organising own workload to set deadlines within the scope of the role.
• Organised and efficient.
• Flexible and adaptable willing to learn new skills.
• Able to analyse problems and initiate appropriate solutions effectively.

Experience

Essential

• Substantial experience of working in an administrative environment using computerised data systems and sales.

Desirable

• Experience of working in a health or social care office environment.
• Experience of working in an Education and Sales Setting

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Livewell Southwest

Address

41 Estover Close

Plymouth

PL6 7PL

Employer's website

https://www.livewellsouthwest.co.uk/ (Opens in a new tab)