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Learning and Development Administrator at Haymarket

September 27, 2014

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Brand/Title Description

We are looking for a very organised, professional and administration orientated Learning & Development Administrator. You will work alongside 3 trainers and will be expected to help orgainse the training diary, room bookings, delegate numbers and all external trainers. The types of training you will be dealing with will be digital, editorial, sales, soft skills and management skills to name a few, although knowledge of these area's is not a prerequisite.

The training team are very busy and reliant on strong organisational skills so you will be expected to be able to work by yourself from time to time while others are running courses.

Person Specification

Purpose of the Role: To provide full  L&D administrative support to the Haymarket Media Group.
Scope: All centrally delivered training and learning events delivered in Teddington and Hammersmith and at external venues for staff working for HBM, HCM, Network and Exhibitions.
Hours: 0900-1700 Monday to Friday. You will be mainly sited at Teddington Studios, Broom Road, Teddington.  
Areas of responsibility:
Managing the training programmes:
In conjunction with the L&D managers, developing and scheduling all centrally organised training programmes on People System and ensuring external suppliers have relevant access.

Liaising with internal and external providers to check date availability.

Checking and booking training/meeting rooms and ensuring other resources e.g. flipcharts, projectors etc are in place for all training at both sites.
Enrolment management:

Ensuring all courses have minimum delegate numbers (4 for non-Editorial and 3 for Editorial).

Highlighting potential problems (low delegate numbers etc) on the weekly report you provide to the L & D Managers (Wed each week). L&D Managers will then the administrator of any changes to courses (cancellations, postponements etc) by end of the following day, ie Thursday.

Where an issue arises, you will be required to work with Corp Comms to drum up interest in classes/events with low enrolment levels. Prior to sending the weekly report to L&D Managers on Wed, you should also have emailed managers in relevant departments about courses with low numbers in an attempt to gain more delegates.

Managing Waitlists:

Monitoring waiting lists and scheduling classes for individuals when spaces become available.

Flagging to L&D Managers when more than 4 people are waiting for the same course for over 4 weeks.

Subject to L&D Managers’ decision each Thursday following weekly report, you will cancel and/or reschedule classes as required.

Preparation of course materials:

At least five working days prior to a course, you will email the relevant trainer to organise materials, print, any other resources they require (projector, flip chart etc – in conjunction with IT/ Facilities). This preparation includes copying and binding trainer and delegate materials; issuing pre-course work; monitoring return of pre-course work; sending pre-course work to external providers.
Class set-up:

You will take responsibility for ensuring external trainers have the relevant resources and are met on arrival;

You will ensure all resources required by trainers are available; keeping the training rooms stocked up i.e. flip charts, pens etc;

You are responsible for ensuring the Teddington training rooms are kept clean and tidy;

Issuing evaluations for all training events:

Within 48 hours of every class/event, you must have created and sent links to evaluation surveys in Survey Monkey to all delegates by email.

Within two weeks of every class/event, you should have chased up delegates who haven’t completed evaluation; generating reports for L&D dept and training providers on delegate feedback on a course by course basis.  File all non-editorial course feedback by Trainer and Editorial by course name.
Financial management:

Processing and coding all invoices via Agresso, to be distributed to the L&D Managers.

When you book the external trainer you should enter the expected costs on the budget tracking spreadsheet.

On receipt of invoices, confirm this matches the above on budget tracking spreadsheets; monitoring and chasing of outstanding invoices.
Supplier liaison:

Sourcing of ad hoc providers; including negotiating rates from time to time.
Training room bookings; dealing with requests for training room bookings and ensuring every course has a training room booked along with any other required resources.
Managing the Training inbox – ensuring every email is responded to within 2 working days.
Acting as OLM training champion –assisting people with their queries.
Compiling charts/reports/graphics in Powerpoint to support L&D managers.

You should communicate your movements to both L&D Managers so they both know where you are at any time.

How To Apply

Haymarket is an equal opportunities employer and welcomes applications from all areas of the community.

If you are interested in applying for this position please click the ‘Apply Here’ button below