Job Description
Job Description
28K-32K
London, FTC 6 months
Hybrid
Work Anytime, Anywhere Policy
What we are looking for
The post-holder is responsible for all aspects of course administration and acts as a central point of contact for operational course-related queries from trainers, internal and external customers.
You will be someone with excellent verbal and written communication skills, enabling you to work with colleagues co-operatively and collaboratively in a team and across the organisation.
You will have a flexible approach, both to the type of work undertaken and working hours as required to meet team objectives and ultimately customer needs, and a positive working attitude, in line with the CII core values, working openly and honestly to meet standards, taking ownership and responsibility for work and performance.
You will have excellent organisational and time keeping skills.
You will take a creative approach to work, identifying and recommending new processes, ideas and ways of working at an individual and team level and across the organisation to benefit the CII. You will anticipate and overcome barriers to quality service and contribute ideas for continuous service improvement, maintaining quality standards at all times.
Experience, knowledge and Qualifications in the related area
You will ideally have previous administrative and customer facing experience within a busy working environment. A background knowledge of the financial services and insurance profession is desirable.
You will have excellent IT skills, including use of the Microsoft Office package, namely Word, PowerPoint and Excel.
Managing own workload
You will be able to work on your own initiative, prioritising a high workload to deliver on commitments and ensuring that deadlines are met.
Assist with preparing and issuing training proposals, contracts and invoices.
Within one month you’ll:
Begin to build relationships with the trainers, training team, Corporate Development team and wider Student Learning team.
Build relationships with the Development Content Team who will manage creation of training programmes for clients.
Provide administrative support to the Learning Propositions Executive and Training Product Manager, where required.
Liaise with clients and trainers to schedule training dates and locations (non-virtual courses) and ensure all technology solutions used by trainers align with CII good practice standards.
Work closely with the Student Learning Administrator to ensure that all invoices are processed within agreed SLAs and entered on course management records.
Ensure training requests are prioritised, actioned, agreed, and scheduled. Using the trainer database, project overview and training plan to identify and accurately capture all details.
Ensure all scheduled courses are supported by the necessary contracts.
Open virtual training courses to assist with recording and any technology issues.
Assist in reception duties, venue set-up, clearing away, opening a course and invigilating where required –or equivalent setup online.
Organise trainer’s travel and accommodation where appropriate, managing any course related expense claims.
Arrange course logistics, room requirements, delegate lists, handouts and catering etc. where face to face training is required.
Keeping files and folders up to date, rationalised and well-structured in SharePoint.
Manage the dedicated training email inbox, responding to queries within agreed SLAs.
Collect and collate feedback forms at the end of each course they are responsible for, maintaining an electronic record of feedback received and sharing this with the Content team.
Produce follow-up letters to delegates, trainers or clients as and when necessary.
Assist with preparing and issuing training proposals, contracts and invoices.
Prepare and deliver printed and electronic supporting materials to the appropriate trainers and training venues.
Ensure that materials are provided within agreed timescales and in the quantity and to the standards required.
Manage the production of certificates of attendance or other information for delegates’ CPD records as required.
Within six months you’ll:
Perform licensing, where applicable.
Produce and distribute supporting materials.
Advise clients and trainers on all administrative and health and safety procedures.
Own the preparation and issuing of training proposals, and contracts– supported by the Training Product Manager.
Own the process of Trainer contract issuing, renewal and maintenance to ensure appropriate governance and controls are in place for IR35 legislation.
Draft and issue ‘Statements of Work’ for trainers detailing the requirements of the client’s training delivery.
Be responsible for the set up and maintenance of CII Courses on our CII training webpages, accurately uploading data in the correct format to populate courses.
Update and expand the content of the online Training Catalogue
Collate data from multiple sources (training plan, evaluation, Projects Overview, Assess platform etc.) into a monthly MI/Dashboard
- Tracking and communicating on progress of training projects – highlighting any issues
With twelve months and ongoing you’ll…
Maintain department databases.
Contribute to discussions about process improvement and how elements of the role can be managed more effectively.
Assist in training other colleagues and covering for other colleagues in the wider team as may be required.
Undertake special projects and other ad-hoc duties as required.
- Responsible for providing analytical and delivery input for training proposals.
- Research, analytical and project support to the Training Product Manager in the review, design, development of existing programmes and new initiatives.
- Programme support – Assist with setting up and participate in training programme meetings and managing relationships with key stakeholders and training vendors to design and deliver the bespoke training programmes.
- Apply experience from course coordination to identify opportunities to improve the proposition and course offering • Seek opportunities to further develop site format/layout/features to further enhance impact (e.g., video bios for trainers, animated course summaries… etc.)
The competencies we are looking for are:
Judgement: Decision Making and Problem Solving
You will operate with some day-to-day autonomy within a pre-defined framework. You will deal with some ambiguity and complexity in day-to-day matters. You will contribute to discussions about relevant external factors. You will assess issues and make operational decisions that are clear and practical, escalating when appropriate.
Leadership – accountability and delivery
You will train and coach less experienced colleagues and you will be involved in diversity and inclusion initiatives. You will participate as a team member within projects, making a positive and constructive contribution, taking the wider context into consideration. You will contribute ideas and suggestions for strategic change. You will deliver actions that advance the strategic priorities reliably and with full understanding of the context. You will have the ability to connect personal work to strategies and objectives.
You will be open minded and actively seek opportunities to try out new ideas and situations. You will work with team to set priorities, create clear plans and manage.
all work to meet objectives. You will ensure delivery of professional excellence and expertise and keep all parties fully informed of plans. You will promote adherence to relevant policies, procedures, regulations and legislation. You will identify common problems or weaknesses in policy or procedures that affect service and escalate these.
Influencing and persuading: relationship building and managing stakeholder relationships
You will build trusting relationships with colleagues across the organisation internally, making a strong impact and building your own personal brand. You will have precise and timely communication. You will form and articulate fact and evidence-based opinion, remaining open to changing opinion.
Technical Knowledge: your experience, qualifications and subject matter knowledge
You will have a minimum of 5 GCSE’s grade C and above. You will be able to evidence a growing understanding and expertise in your area of specialism, displaying a passion for the market. You will apply relevant experience to CII issues, including your time within the CII as well as previous employers.
The CII story
We are here to build public trust.
To find out more about the CII and the Personal Finance Society (PFS) - the body of the CII dedicated to the financial advice market - visit www.cii.co.uk or www.thepfs.org
We value very highly the benefits of having different points of view and experiences. Accordingly, we hope to receive applications from a wide range of talented people irrespective of their religion or belief, gender, age, gender identity, disability, sexual orientation, ethnic origin, political belief, relationship status or caring responsibilities.
We are committed to promoting equality and diversity and to building a workforce reflective of the communities we serve.