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Job Vacancy

Reference: ISUK-JOBADMIN-0117

Company: Infrasafe UK Ltd

Location: Blaydon, Tyne and Wear

Industry: Rail Industry

Career level: Office Administration

Job type: Full Time, Normal office hours i.e. 0830 to 1700

Salary:

Start date: Immediate

Closing date: Not applicable

Responsibilities will include:

  • Training Administration
  • - Dealing with telephone and email training enquiries in a pro-active manner
  • - Relaying course information to customers and candidates (full training will be provided)
  • - Sending booking forms and joining instructions and updating these when required
  • - Pro-actively managing the training diary
  • - Interrogating the company’s training and competence spreadsheet and the external Sentinel system to identify upcoming training and assessment needs and expiry dates
  • - Updating the course schedule on Infrasafe and NSAR websites
  • - Conducting pre-course checks including ‘swiping’ candidates in by card reader and photographing candidates when required
  • - Ordering materials, equipment and other services when required e.g. PPE, vehicles, alternative training facilities, medicals
  • - Accurately checking and filing training and assessment course paperwork
  • - Dealing with customers by telephone and email to answer specific queries and notify them of candidate progress
  • - Compiling monthly training and assessment statistics
  • - Invigilating e-learning events when required
  • - Conducting monthly classroom checks
  • - Other general administration duties on the Sentinel system (e.g. sponsorship, TVP requests)
  • - Liaising with training candidates when required
  • - Taking minutes at training, operations and management meetings when required
  • Financial Administration
  • - Compiling weekly billing sheets in Excel by extracting information from the staffing roster and timesheets
  • - Chasing outstanding staff timesheets when required
  • - Generating training and assessment booking forms on SAGE
  • - Setting up standing orders for sponsorship administration
  • - Sending training and assessment invoices
  • - Filing booking forms and conducting a monthly file check to ensure that all training has been invoiced correctly
  • HR Administration
  • - Maintaining the company’s personnel files
  • - Completing personnel inductions and completing paperwork upon training
  • General Administration
  • - Supporting the company’s resource section in the compiling and sending out of information to employees
  • - General reception duties including taking and relaying phone messages

Candidates should be able to meet the following minimum requirements:

Qualifications

  • - At least 5 years’ office experience
  • - Full working knowledge of Word, Excel, Powerpoint, Outlook and SAGE
  • - Experience in dealing with the public
  • - Good communication skills, both verbal and written
  • - Ability to work to tight deadlines
  • - Ability to work on own initiative and to get information from other members of the team
  • - Keen attention to detail
  • - Confident in working with senior management including to Director level
  • - Preferable previous experience in training administration role, dealing with queries and managing training diary and bookings