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Detailed job description and main responsibilities

Contributing to & supporting the provision of a consistent L&D service:

• Working with the L&D Administration Manager, to contribute to a consistent approach to L&D Administration through the development and maintenance of a range of systems and processes, including ensuring that L&D Distribution lists are up to date, that all course information is systematically filed and accessible, checklists and pro-forma are updated as appropriate, and consistently used.
• Responsibility for day to day support and supervision for L&D administration staff, modelling a constructive and solution focussed approach to problems at all times.
• Provision of monthly Supervision to the Administration staff.
• Ensuring that all work done is consistent, and in line with agreed pro-forma, to ensure that all materials originating from the Learning and Development team are of high quality, consistent standard with good attention to detail, giving a professional and reliable service to all staff.
• Promoting a positive approach to the provision of an L&D service in all dealings with colleagues, staff and service users.
• Dealing courteously and efficiently with all queries, ensuring that everyone is responded to promptly within appropriate timescales and set deadlines and always with good humour.
• Providing administrative support to the learning and development team including typing correspondence, reports, organising meetings and occasional minute taking at complex meetings.
• Provide cover for the L&D Administration Manager as required, and contribute as necessary to the general smooth running of the team, covering and standing in for other administrators where necessary.
• Working closely with the L&D Administration Manager, L&D Co-ordinators and others to ensure the efficient organisation and co-ordination of training events, including:
• Support and facilitate processes to ensure the successful implementation and completion of larger training and project initiatives which are directed into the L&D department. Working with the wider L&D team to maintain a consistent approach to delivery.
• Liaison with associate trainers/external speakers regarding availability
• Setting up course files and maintaining all course checklists including accurate update of Admin Planner
• Booking appropriate venues, refreshments and equipment
• Completion of all course processes, including course files, checklists, LEARN processes
• Preparation and distribution of fliers
• Maintaining an overview of applications and liaising with L&D Administration Manager and others re take-up, shortlisting etc. as required
• Responding to L&D Inbox and telephone queries using initiative to solve day to day problems, referring to the L&D Administration Manager if required
• Ensuring that participants / trainers and associate trainers / venues / speakers have timely and comprehensive information confirming all details of the event
• Preparation of course materials/attendance lists ensuring that everything is ready for the trainer on the day
• Setting up training rooms and ensuring equipment is available and in working order on the day, as required. (this may require travel to external venues on occasion)
• Ensuring attendance details are entered on to LEARN and thus ensuring non-attendance notifications are sent to managers where appropriate
• Collating evaluation summaries where required
• Closing and archiving old files.
• Providing regular, detailed reports of training activity as required:
• Using learning and development systems to prepare detailed and accurate data in a range of formats
• Understand the key reporting requirements for audit and governance purposes and assess the implications for L&D data collection, working with other Administrators and the L&D Administration Manager to ensure that reports are comprehensive and cover required criteria
• Prepare and present required reports in a range of formats in time for key audit and governance deadlines
• Ensuring AWP Training Venues are efficiently equipped and resourced:
• To monitor on a regular basis all aspects of training venues used, including equipment, furniture, availability of refreshments, support and access issues
• To use initiative to solve day to day problems, e.g. arranging for faulty equipment to be mended or replaced, broken furniture repaired, etc.
• To report more challenging problems to the L&D Administration Manager and contribute to their resolution e.g. where this requires changes to equipment or working practices
• Ensure continued support for L&D administration staff.
• To ensure individual daily tasks are supported within the wider administration team. Sharing knowledge and good practice
• Provide monthly Supervision to the Administration staff which will support any appraisal conversations