Training Administrator

5 months ago


Lisburn, United Kingdom ASCERT Full time

**ADMINISTRATOR**

ASCERT Head Office (Currently Lisburn, some home working is negotiable)

Monday to Friday, 9am to 5pm (35 hours per week)

**Salary 4 Point 7 £22,369 plus 4% pension**

**THIS POST IS FOR YOU IF**
- You are a confident communicator demonstrating empathy and great listening skills
- You are a team player
- You can multi task and are well organised
- You are a whizz at spreadsheets and MS Office packages

**KEY RESPONSIBILITIES**

This job information is not intended to be either restrictive or definitive. It is important to note that the responsibilities of the post may change to meet the evolving needs of the services that the charity provides

Advertising training and uploading courses to ASCERT website. Managing queries in relation to all ASCERT training programmes as first point of contact.

Allocating sessional trainers as required and confirming dates/times/locations/online links for all training and providing ongoing support as required.

Issuing pre-course learning materials to trainers and learners.

Liaison with all learners, issuing joining instructions and relevant information in advance of training.

Manage OCN accredited learning programme L3 Tackling Substance Misuse, and other OCN programmes as required. Completing necessary monitoring information, registering learners with OCN and coordinating submission and marking of course work.

Updating EVIDE Social Impact Tracker and all other relevant administrative systems, spreadsheets and databases as required.

Collating information and providing quarterly figures to Training Manager.

Checking and processing all invoices related to training programmes including invoices from sessional trainers and ensuring relevant systems are updated.

Collecting all feedback from ASCERT website and collating information to complete Regional Impact Management Tool (RIMT) on a monthly basis across all Trust areas.

Administrative support for various social enterprise jobs coming to ASCERT and liaising with organisations.

Provide reception cover as required to meet and greet visitors to ASCERT premises and ensure visitor sign in book is completed.

Provide support for management of room bookings.

Manage post received and issued from office locations.

First point of contact for ASCERT services, dealing with calls from clients, partners, sessional counsellors, internal and external stakeholders and members of the public as required. ASCERT staff are trained on handling ‘crisis calls’ from vulnerable clients.

Supporting ASCERT purchasing processes, ordering of goods and services as required.

Support ASCERT management team with administration processes.

Support ASCERT Fundraising, Marketing & Communications team with website and general administrative support as required.

Support ASCERT day to day health and safety system recording.

Undertake regular ordering of goods and services for ASCERT, ensuring value for money.

Support ASCERT health and safety processes and office cleanliness.

Provide administrative support for arranging meetings and take minutes at meetings as required.

Work collaboratively with colleagues to improve delivery of ASCERT services.

To work responsibly and professionally in partnership with other agencies in the delivery of the ASCERT Services.

Attend staff meetings and participate supervision and support processes.

Maintain data protection and confidentiality of all correspondence, personal information etc that may become accessible through the responsibilities of the post.

To carry out other responsibilities that may be required, as commensurate with the post.

**PERSON SPECIFICATION**

**All essential criterial will be assessed at shortlisting stage.**
- Professional training:
Three GCSE’s (or equivalent) at grade C or above, including Maths and English.
- Experience:
At least 1 years recent experience maintaining administrative systems in a busy environment.
- Excellent digital skills and use of Microsoft Office including Excel, Word, Outlook and Access.
- The ability to multitask effectively and work well under pressure.

**Some or all of the desirable criteria may be assessed at shortlisting stage.**
- 2 years’ experience providing administration support to training services.
- Experience of working in the voluntary or community sector in an administration role.

**The following Criteria will be assessed at interview stage only**
- Experience of dealing with the public and with confidential information.
- Excellent oral and written communication skills
- Excellent interpersonal skills and the ability to build and maintain effective internal and external working relationships
- Sound planning and organisational skills to work proactively with minimum supervision to achieve deadlines and objectives
- Empathy with ASCERT’s purpose and values

**OVERALL PURPOSE**

ASCERT is one of the leading and best-known providers of drug and alcohol services in Northern Ireland. We provide a wide range of services



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