Scheduling Administrator

As the UK's national fire safety organisation, we work to identify the dangers of fire and help our clients reduce any fire-related risks. With the support of our fantastic team of people, our not-for-profit organisation continues to go from strength to strength, so there is no better time for you to begin a promising career with the Fire Protection Association. Our people are the heart of our business and are core to our success as a company. We foster a highly collaborative and dynamic culture where everyone has a voice, aligned with our vision – to make the built environment a safer place to live and work. Our team are continuously making a difference in the industry, achieving a sense of fulfilment in the work they do. We offer employees a sense of purpose and a real contribution effect from the work that we do together. We are excited to announce an opportunity to join our Training team as a Scheduling Administrator. In this role, you will provide essential scheduling and administrative support to the Scheduling Lead, helping to coordinate resources and ensure smooth delivery of our training programme. You’ll also support scheduling communications to keep trainers, learners, and stakeholders aligned and informed. Work Location/Hours Fire Protection Association, Head office* Monday to Friday, 08:30 to 16:30 35 hours per week *Our head office is currently based in Moreton-in-Marsh, and we will be relocating to Banbury Business Park in January 2026. To support colleagues during this transition, we are offering a monthly travel contribution until December 2025. Department Training Key Responsibilities As our Scheduling Administrator, you will: Support the Scheduling Lead in coordinating arrangements with venues, accommodation providers, associates, learners, and exam providers, ensuring all actions are accurately recorded in the Customer Management System (CMS). Handle correspondence and data in line with internal processes and policies. Administer the CFPA Europe Diploma process, including tracking submissions, assigning assessments, releasing results, and managing assessor feedback timelines. Raise purchase order requisitions, reconcile supplier invoices, and record goods received in accordance with company policies. Respond to learner enquiries, book examination dates, and process bespoke training requests. Assist with preparing and tracking quotations, following up with customers in a timely manner. Manage and respond to in-house training enquiries. Record attendance for online courses, follow up with non-attendees, and document contact in the CMS. Proactively answer calls and emails, providing accurate and professional responses to customers. Provide ad hoc administrative support to the Scheduling Lead, Training Services Manager, and wider team as required. Participate in CPD activities, external events, and training to support your development. Maintain tidy and professional shared areas within the office. Competent in the use of Microsoft office suite of programmes Excellent time management and organisational skills Accuracy and attention to detail Ability to remain on task in a busy environment Ability to prioritise competing demands Prioritisation of own workload Willingness to be flexible Able to foster excellent working relationships within the department. Positive attitude and behaviours to contribute to a thriving / high achieving team. Financially astute Key Education and experience At least two years’ experience in a customer service / administration role. Intermediate level of IT skills including Microsoft Office suite. Experience of working with bespoke data bases Experience of working with financial processes and budgets Experience in generating quotations for bespoke products or services. At the FPA we are committed to fostering an inclusive and fair workplace. Our EDI efforts are underpinned by the principles of trust, respect, and equal opportunities for all. You can read more about our commitment to EDI here. #J-18808-Ljbffr