Course Administrator

JOB PURPOSE

The post-holder will work closely with our team of trainers to coordinate and provide an administration service for all courses.                                                                                                         

Main Tasks of Job include:

Course Administration

• Co-ordinating training timetables and course bookings for training activities.
• Processing ApprenticeshipsNI participant details and coordinating the claiming of Milestone Achievements utilising Dfe TAMS software.
• Arranging bookings to support staff, room and vehicle utilisation.
• Taking facility bookings and provide associated support including invoicing clients.
• Providing statistical information on exam/test results.
• Issuing training certificates and provision of attendance information to external examining and training bodies.
• Assisting in the administration of apprentices’ achievements.
• Creation of invoices for courses and processing payments
• Creating e-mail-shots to existing and potential customers and updating website and other social media with training information.
• Invigilating exams as and when required.

General Administration

• Monitoring stationery levels and ordering office supplies.
• Answer telephone calls/reception duties. 
• Carrying out administrative duties such as filing, typing, copying, binding, scanning etc.
• Maintaining computer and manual filing systems.
• Monitoring and updating diary management.
• Provide admin support to Directors as and when required.
• Developing and update administrative systems to make them more efficient.

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated within the organisation and the overall business objectives.

JOB TITLE:  Course Administrator

 Person Specification

 Applicants must, as a minimum, meet all the essential eligibility criteria listed below.

 Eligibility Criteria

Essential 

• A minimum of three years’ (within the last seven years) relevant administration experience.
• 5 GCSES (or equivalent) including ones which demonstrate numeracy and communication skills
• Excellent all-round administrative skills.
• Excellent general IT skills including MS Word, Excel, Access and Outlook.
• Excellent customer service skills.
• Good typing and keyboard skills
• Experience of managing administrative processes.
• Good telephone answering skills.
• Have a strong customer focused approach.
• Experience of using accounts software for invoicing

Personal skills required for the job:

• • A good general education.
  • Ability to multi-task.
  • Ability to work on own or as part of a team.
  • Attention to detail with a good level of spelling and grammar
  • Ability to communicate effectively and positively with a wide range of internal and external contacts.

Desirable Criteria 

• Knowledge of working with DfE’s Training and Management System (TAMS)
  • A Knowledge of Driver Training.
  • Working experience of Sage Line 50.

COMPETENCIES

 The competencies listed below will be assessed during the selection process for those candidates who have been shortlisted using the eligibility criteria above.  

• Demonstrate the ability to work as part of a team.

• Demonstrable knowledge needed to perform the role and a positive approach to developing own knowledge base.

• Proven communication and organisational skills with the ability to work with minimal supervision and on own initiative.

• A flexible and positive team member with the ability to support training participants with any queries they might have.

To apply for this exciting opportunity to join a dynamic, forward-looking training organisation, please send us your up-to-date CV and ensure you address the essential and desirable criteria listed in the person specification below to [email protected] Depending upon the interest shown in this vacancy, we may have to consider those who also meet the desirable criteria.

Canvassing is prohibited, however, if you would like to have an informal discussion with our Training Director, Stephen Wilkinson, prior to submitting your CV, please call us on 028 9082 5653.

The closing date for the receipt of applications is 3:00 PM Friday 31st May 2024.

PLEASE READ CAREFULLY

We reserve the right to apply elements of the desirable criteria in order to shortlist candidates for interview.

All applicants must clearly demonstrate with examples in their CV how they meet the above criteria and where appropriate describe the length of that experience in years & months.  

If applicants have a qualification which they feel is equivalent, they must clearly note this on their CV e.g. Essential Skills Level 2 Communication ‘equivalent to’ GCSE English Language (Grade A-C).

Transport Training Services (NI) Ltd will verify all claims for equivalent qualifications.

Applications must be submitted by the closing time on the closing date to be considered for recruitment. Late applications will not be considered.

It is our intention to interview during the process of this recruitment programme with a view to the successful candidate taking up their new post at TTS at the beginning of August.

The closing date for the receipt of applications is 3:00 PM Friday 31st May 2024.  Late applications will not be considered.