This vacancy is for an Apprentice Administration Officer based in Blackburn.
The successful applicant will have the opportunity to support the business with general administrative duties as well as other ad–hoc duties defined by management.
As the Administration Officer, you will be part of a dynamic team working in a fast–paced and rewarding environment. Your role is critical in ensuring the smooth operation of our training programmes and the maintenance of accurate records, while also providing exceptional service to our clients and stakeholders. The company prides itself on delivering high–quality training, and your contribution will be key to maintaining this standard.
Key Responsibilities:
* Course Delivery and Setup: You will be heavily involved in the logistics of training delivery. This involves confirming course dates, liaising with training venues (where applicable), preparing training packs and materials, and ensuring the appropriate trainers are available.
* Post–Training Documentation: After courses have been completed, you'll ensure that course participants receive their certificates and any other relevant documentation in a timely manner, and you will maintain a record of qualifications and certifications for future reference.
* Client Engagement and Relations:
o Client Support: Your role will involve direct interaction with clients, which can include care homes, healthcare organisations, and individuals seeking to improve their qualifications. You'll need to be responsive to client needs and provide assistance with course registration, preparation, and follow–up inquiries.
o Customised Training Solutions: In some cases, clients may request bespoke training packages tailored to their specific needs. You'll assist with these requests by liaising with trainers, gathering information about client requirements, and preparing tailored training schedules and materials.
* Internal Coordination:
o Team Liaison: You will act as a liaison between different departments, ensuring trainers, course administrators, and management are aligned on training schedules, client needs, and any operational issues that may arise.
o Trainer Support: You will ensure that trainers have all the resources they need for successful course delivery, including preparing training materials, ensuring equipment is working, and coordinating the logistics of each course.
* Data Management and Reporting:
o Record Keeping: Maintaining an up–to–date database of client information, training history, and progress is an essential part of the role. This may include managing and updating a Customer Relationship Management (CRM) system or training management software.
o Reporting: You will be responsible for generating regular reports on training sessions, including attendance records, feedback, financial data, and completion rates. These reports may be presented to management or clients and are critical for ensuring quality control and tracking business performance.
* Compliance and Quality Assurance:
o Regulatory Compliance: As a care training company, we adhere to strict industry regulations. You will be responsible for ensuring that all training courses are compliant with the necessary standards and that documentation is accurate and readily available for any audits or regulatory checks.
o Quality Control: You may assist in maintaining and improving the quality of training sessions by gathering feedback from attendees, identifying trends in training performance, and working with trainers to improve course content or delivery.
* Financial Administration and Billing:
o Invoicing and Payment Tracking: As part of your financial responsibilities, you will manage the invoicing process, ensuring that clients are billed correctly for the training services provided. You will also track payments, follow up on overdue invoices, and ensure accurate financial records are maintained.
o Budgets: You may assist the management team in preparing training budgets, tracking costs related to training delivery and ensuring that the company remains within budget.
* Marketing Support:
o Course Promotion: You will support the marketing efforts by assisting in the creation and distribution of promotional materials, such as flyers, brochures, and email campaigns, to attract new clients.
o Online Presence: If applicable, you may help maintain the company's website, online booking systems, or social media accounts by updating course schedules, uploading client testimonials, and managing online queries.
* Team Development:
o Staff Onboarding and Training: You will assist in onboarding new staff members, ensuring they are familiar with company policies, training systems, and administrative processes.
o Continuous Improvement: The role may involve contributing to team meetings where you provide suggestions for improving operational efficiencies or enhancing the customer experience.
Training to be provided
BTEC Level 3 Diploma in Business Administration, QCF.
Functional Skills Level 2 maths and English can be obtained on the course if you don't already hold these qualifications.
About First Call Care (London) Ltd
First Call Training Solutions and The Skills Network are working together to offer learners access to level 2 and 3 qualifications via distance learning. We also have multiple training suites where learners can come and work with Assessors and gain practical experience when required.
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