Training and Development Administration Assistant/Receptionist

Job title- Training and Development Administration Assistant/Receptionist

Salary- £18,428 Pro Rata

Responsible to- Central Services Manager

Hours of work- 22.5 per week

Special conditions- A degree of flexibility is required in terms of working hours to meet the business needs of the organisation

Place of work- Options for Life, Oak Green Lodge, Oak Way, Oldbury, West Midlands, B68 8LR. Travel will be required to any premises from which Options for Life operates.  Also to other locations as required by the role.

Job summary - To provide a first class internal and external administration service including reception duties to the Options for Life organisation. As a first point of contact for visitors to our organisation, this is a vital role requiring professionalism.  The role will require day to day co-ordination of the Training and Development of all staff.

Duties and Responsibilities

• Representing Options for Life in line with its values and visions as the ‘front facing/voice’ of the organisation answering telephone and email and responding to the enquiries in a professional, appropriate and timely format.
• Processing any incoming communication and responding accordingly.
• To welcome all visitors to the building in accordance with policies and procedures and ensuring the reception and office environment is a tidy and organised area.
• Providing comprehensive administration support to the whole organisation.
• Preparing and presenting data and documents in a relevant and accurate format and also referring draft documentation for approval when required.
• Using the relevant in-house systems to record work, store information in accurate and logical formats e.g. data base inputting, managing waiting lists, completing attendance records, filing, and scanning.
• Provide administrative support to any specific projects within the administration team and all other areas of the business.
• Providing timely and accurate management information including any required reports.
• Arranging meetings and travel including booking venues, tickets and any other essential arrangements
• Proactively contribute to the review and improvement of processes within the administration department.
• To cover and provide reception duties and tasks as necessary across all functions and teams within the organisation
• Ensuring effective communication in all aspects of work
• To be an effective member of the Options for Life team.
• To carry out all duties with due regard to the organisation’s policies and procedures
• To contribute to, and actively promote the philosophy, values and aims of the organisation within the staff and volunteer teams and participants.
• To take responsibility for own continuous professional development, including attending training events and conferences as appropriate.
• To undertake other such duties and responsibilities, commensurate with the responsibilities of the post, as may be reasonably required, within the overall aims of Options for Life.

Specific to the post - Training and Development

• To liaise appropriately with external organisations, agencies and businesses to book training sessions.
• Coordinate with external organisations and Team Managers to arrange ensure sessions are delivered effectively.
• To update the training matrix to ensure all staff receive mandatory training and updates and maintain training records (e.g. trainee lists, schedules, attendance sheets)
• Prepare and disseminate material (e.g. instructional notes, feedback forms
• Act as a point-of-contact for staff and managers
• Handle accounts receivable and ensure invoices are paid
• Recommend improvements or new programs

This job description does not form part of your contract of employment. The duties laid down in this job description may change, following a review and in consultation between the post holder and their line manager.

Attributes of a successful candidate- Eligibility to live and work in UK, DBS checked

Experience, Knowledge & Ability:

• Proven experience as a Training Administrator or similar role
• A confident team player, you will possess a minimum of 3 years experience in an administration role and have a high attention to detail to produce accurate work.
• You will require strong written and verbal communication skills with the ability to communicate with people of all abilities in an empathetic, sensitive and tactful way, including people with learning disabilities.
• Good IT skills with knowledge of standard Microsoft office software are required as is a knowledge of other communications methods such as social media.
• The ability to prioritise and re-prioritise daily tasks and to manage multiple and changing priorities at any one time, also to work well under pressure and meet varying deadlines is a requirement of this role.
• Strong problem solving skills and the ability to work with a high attention to detail and high level of accuracy are required.
• Good knowledge of the importance of data protection and the ability to handle confidential and sensitive data appropriately.
• Strong, track record in customer service and ethics.
• Along with an ability to establish and maintain positive working relationships with others both internally and externally, you will need to be flexible, reliable and have a ‘can do’ attitude to be able to support colleagues and work as a positive team member.
• To contribute to, and actively promote, the philosophy, values and aims of the organisation.
• Some experience of working with potentially disadvantaged or vulnerable groups particularly individuals with a learning disability would be preferable.
• You should have an understanding of Equal Opportunities.

Formal Qualifications:

• GCSE Maths and English Grade C and above (or equivalent) functional skills.
• Relevant Admin qualification(s) at NVQ2 or above (or equivalent) or willingness to work towards this within a suitable timescale.

Health and Safety- Good general knowledge and awareness of Health and Safety.

Probationary Period- 6 months.