Training Administrator

| Competitive Salary plus Benefits

Employer: FCC Environment
Sector/Specialism: Secretarial, PA & Administration

Main Purpose and Scope of Job
To provide administrative support to the FCC trainers and Learning and Development Manager and provide efficient and effective customer service to FCC employees, complying with data protection and ensuring confidentiality.

Duties and Key Responsibilities
Database Management
Using the Training Database and Learning Management System to ensure that:
• All information contained in the database is accurately inputted and maintained.
• Changes in the FCC Company structure are reflected in the training database within one calendar month of the change.
• New User accounts are created, with correct information within 1 month of a new employee joining.
• Leavers are disabled within 1 week of leaving FCC.
• Training Courses are entered, with accurate course details and descriptions and where necessary made available to internal customers.
• Course Costs: Associated course costs are entered accurately onto the Training Database to enable further financial interrogation.
• Attendance Register is sent to the Course Trainer 2 weeks prior to the course starting. (Acceptable that the delegate list may change due to circumstances outside of our control and therefore amendments will have to be communicated).
• Course attendance is confirmed in the delegates training record on receipt of the Attendance Register or other forms of proof of attendance.
• Database Training Internal Customers: (Managers/Supervisors) are to be trained on how to use the functionality of the training database dependant on their role. (New Managers are to be trained by the end of their induction period).

Courses/Training
The Training Administrator is responsible for:
• Ensuring the Front Sheet (Training Courses) is completed confirming each stage of the process has been completed.
• Course Requests: Actioning all internal/external course requests in whatever mode they are received as soon as possible but no later than 7 days after receipt. (A// requests are to be acknowledged with feedback on the progress of the application at the different stages).
• Plant Training Requests: inputting onto the plant trainer spreadsheet located on SharePoint all internal plant requests as soon as possible but no later than 7 days after receipt.
• External plant training requests: inputting onto the External Plant spreadsheet located on the shared drive and then liaising with the training provider to arrange the delivery of requested training into respective areas of responsibility.
• Ensuring that course venues, trainers and resources are all ordered, booked and delivered on time.
• Ensuring that the joining instructions are accurately created and distributed at a minimum of 2 weeks prior to the course starting.
• External Training Suppliers: Liaising as required with external Training suppliers who have been engaged to deliver training to obtain:
o Course Objectives (For the training database and course joining instructions)
o Any requirements that the training supplier might have
o To confirm Venue and Delivery date
o Payment details as required
• Low Attendance: Ensuring that where we have courses with low attendance, that they spend some time trying to attract more delegates to avoid course cancellation.
• Cancellation: Informing the L&D Manager of courses that are below the minimum course attendance level. (Courses less than 4 attendees in number). Once course cancellation has been confirmed by the L&D Manager informing attendees that the course has been cancelled and the reason why, as soon as possible.
• Attendance Registers: Ensuring that the training database is updated on receipt of returned attendance registers.
• Late Attendance Registers: Contact trainers if their attendance register is late to obtain it, otherwise bring the matter to the attention of the L&D Manager.
• Expiry dates:
o First Aid: Ensuring that those employees whose first Aid qualification is due to expiry are booked onto a course.
o Any other accreditations: Bring to the attention of the L&D Manager any employees who have accreditations due to expire that don't appear to have been actioned.

Financial
The Training Administrator is responsible for:
• Purchase Orders: Raise purchase orders for the costs associated with the delivery of courses both internal and external as soon as the course has been booked. (e.g. types of costs may include venue, training provider and on some occasions accommodation).
• Goods Received Note (GRN): Complete the GRN as soon as the course or training has been delivered to ensure costs are apportioned to the correct month, ensuring accurate budgeting by the L&D Manager.
• Creating cheque requests where applicable.
• Bring any potential financial issues to the attention of the L&D Manager.

Reports
The Training Administrator is responsible for:
• Ensuring that any reports created and subsequently distributed by themselves on behalf of the training administration function are checked for accuracy and clarity before dispatch and be displayed in such a format that enables the recipient to use the report properly. (i.e. All non-necessary columns of information are to be deleted or hidden, information should be stored in such a manner that meets the recipient's requirements and complies with data protection.)
• When required be able to create and dispatch attendance records.
• Provide the essential information that is required to enable the L&D Manager to complete the Training Team's monthly board report.
• Provide forecasts to the L&D Manager.
• Records of Training Providers: Maintain records of training specialists and training suppliers for future use as directed by the L&D Manager.

Miscellaneous
The Training Administrator is responsible for:
• Building good relationships with all trainers and internal customers.
• Answering the telephone calls within three rings and actioning the enquiry as appropriate.
• Information: Knowing where to direct our internal customers in respect of the:
o Training Brochure
o Training Delivery Calendar
o Training Database
o Internal/External Training Requests
o Recording of Toolbox Talk/Driver Assessments
o Safety Hub Video Resource Library
• E-Mails: Ensuring that any e-mails created and subsequently distributed on behalf of the training administration team are accurate and professional.
• Know their limitations and escalate any queries outside of their remit to L&D Manager.
• Stationery Requests: Collating stationery request and obtaining authorisation from L&D Manager.
• Any other reasonable tasks, projects or activity as requested by the Training Team management.

Experience
• Experience with databases
• Experience with HTML
• Administrative experience

Essential Knowledge
• Completion of all other training as defined within the Training Matrix
• Excellent Microsoft Word, Excel and Outlook knowledge
• Accurate and efficient keyboard skills

Personal Attributes and other Requirements
• Excellent communication, both written and oral
• Self-motivated with strong organisational and time management skills, especially the ability to organise and prioritise a varied workload within strict deadlines
• Ability to exercise sound judgement quickly
• Be able to identify when to ask for help
• Be able to manage communications with and form relationships with a variety of stakeholders
• Any other reasonable request.