JOB DESCRIPTION

  1. JOB DETAILS

Job Title: Learning and Facilities Administrator
Directorate: People Development / Finance
  1. JOB PURPOSE
To provide administration support in all aspects of the Learning and Development function and facilities at Glasgow National Office.
  1. SCOPE OF THE ROLE
Working with the Learning and Development Manager and Director of Finance, to ensure first class provision of administration services across L&D and Glasgow National Office.
Building strong relationships, with internal and external customers, ensuring that high levels of service are provided.
Working as part of the wider VSS team providing additional general administration support as required.
  1. JOB RESPONSIBILITIES AND KEY RESULT AREAS
  • Co-ordinate the booking process for all courses (staff, volunteer and external clients).
  • Support L&D Manager and L&D Officer in identifying appropriate external venues for training, arranging bookings and making arrangements for refreshments, training equipment and any accommodation required.
  • Manage the booking process for in house training highlighting issues around attendance levels with L&D Manager / L&D Officer to ensure sufficient delegates are booked to attend.
  • Amend and keep the training calendar up to date to reflect L&D activities and commitments.
  • Make all arrangements in respect of catering for in house training, identifying appropriate and cost effective suppliers.
  • Oversee the set up of in house training rooms preparing refreshments as required throughout the day and ensuring that external catering is delivered.
  • Co-ordinate the supply of stationery supplies, ensuring all required equipment and supplies are available as required.
  • Prepare and / or update pre course and course materials for all internal and external training as directed by L&D Manager and L&D Officer.
  • Support the L&D Manager in the promotion of external training, building and maintaining effective relationships with customers.
  • ‘Meet and greet’ delegates, providing support and guidance on the day and responding to any queries in advance of, or after the training event.
  • Prepare documents / reports and manage the administration process in respect of course evaluation, course certificates, e learning system and statistical reports on all activities undertaken by the L&D team.
  • Promote and market the availability of Bothwell Street 3rd Floor training rooms for use by external 3rd parties.
  • Manage the booking process to ensure effective use of training rooms by 3rd parties and provide facilities management (refreshments, room lay out etc).
  • Develop and maintain strong customer relationships maximising opportunities for repeat bookings and recommdations to other parties.
  • Co-ordinate the process for the issue and payment of invoices liaising with the Finance team as required.
  • Undertake basic Health and Safety checks ensuring facilities are fit for use.
  • Takes minutes at meetings as required.
  • Undertake additional administration tasks as directed by L&D Manager or Director of Finance.

The post is based in Glasgow, but some travel may occasionally be required.
The post holder may be required to work additional hours, depending on business need and this may include a weekend day (no more than 2 / 3 times each year).
  1. COMMUNICATIONS
Internal: L&D Manager, Director of Finance, L&D Officer, Finance team, Director People Development, Digital Marketing Manager, HR Administrator, Operations Managers, CEO
External: Partner organisations, external clients, general public.
6. QUALIFICATIONS, EXPERIENCE, KNOWLEDGE AND SKILLS (COMPTENCIES)
  • Technical and Professional Knowledge
  • 2 years’ experience working in an administrative role
  • SVQ 2, Higher qualification (or equivalent)
  • Experience of and competent in using Microsoft Office packages
  • Knowledge and understanding of effective use of social media
  • Strategic vision and awareness
  • Leadership and management
  • Planning and Quality management (effective diary management)
  • Innovation and problem solving
  • Team work
  • Customer focus (relationship management)
  • Communication and interpersonal effectiveness (written and verbal)