Package Description

Job Summary

The role of Administrator is to provide efficient and proactive administrative support to the Keys Group Organisational Development and Learning & Development services.

Responsible To / For

· Learning & Development Manager / Head of Organisational Development.

Significant Working Relationships

The postholder will have contact with a wide range of people, including Keys Group colleagues and external stakeholders, and will be required to be friendly, professional, helpful, and sensitive. Key relationships include:

a) Head of Learning & Development and Head of Organisational Development

b) Learning & Development Managers and Administrators

c) H.R. Managers and the wider H.R. team

d) Keys Group colleagues, including middle and senior management.

e) Trainers, training providers and suppliers, both local and national

f) External customers and organisations, local and national

Scope of Role

This role has two main areas of work. The percentage given below are approximate and depending on demands will vary from week to week:

a) Administration and General Duties L&D 50% (2.5 days)

b) Administration and General Duties OD 50% (2.5 days)

Main Duties / Responsibilities

Learning & Development Administration

1. To provide efficient administrative support to the Learning & Development team.

2. To assist with all post-course administration, including attendance summaries, collating feedback data, compiling KPI reports and updating the ‘Teams channel’, providing post-course customer service and liaising with trainers to collect their feedback and ensure that attendance information is returned.

3. To assist with booking colleagues on external training courses and events, including helping colleagues to research and source suitable training courses, collecting feedback after the event, and updating training records on the LMS.

4. To produce regular reports using ‘ELFY’ and ‘HRIS’ to update managers and colleagues on mandatory training requirements and training records.

5. To maintain and update the internal databases, and all other IT systems to accurately record all L & D activities.

6. To assist with providing internal marketing administration – uploading new courses and course dates to the ELFY News and Internal Communications, changing course details and cancelling courses where required.

7. To manage course waiting lists on the LMS, as well as training requests that arise through the annual Impact Assessments/Training Needs Analysis and appraisal/performance reviews.

8. To assist with pre-course administration including the collating, emailing and QR coding of L & D materials, processing bookings and invoices, issuing joining instructions and pre-course information to delegates, providing pre-course customer service to delegates and trainers and assisting with organising in-house training courses.

9. To assist with the virtual delivery and collection of L & D course materials.

Organisational Development Administration

1. Providing administrative support to the development of plans, policies, processes, and progress reports.

2. Providing administrative support to organisational development related work groups and forums, which may include the recording and distribution of meeting minutes, review and updating of relevant documents and liaison with members.

3. Using our Keys Group Portal, ‘eLFY’ / ‘Course Booking System’ dashboards, H.R. database (H.R.I.S) and liaising with colleagues and external stakeholders to provide data and produce reports relating to any organisational development areas of focus and activities.

4. Providing administrative support to processes relating to the delivery of development courses, including support to colleagues using the online portal, including ‘eLFY,’ the ‘Course Booking System’ and our H.R. database (H.R.I.S), confirming courses and the status of courses, issuing course invites, and collating course feedback and data to inform quality assurance and attendance reviews.

5. Providing administrative support to the organisational development processes relating to appraisal and talent mapping, succession planning and leadership development, including producing compliance data reports and information for regular quality assurance review reports.

6. Attending any meetings as and when required, including for purposes of minute taking.

7. Ensuring any designated actions arising from work groups and forums are completed within timescales.

8. Assisting in the production of organisational development related marketing and communications for use internally and externally.

9. Contributing to the development of resources and materials related to work groups, forums, and development courses.

10. Maintaining and updating electronic and print calendars relating to organisational development.

11. Ensuring organisational development activities are accurately recorded and reported to agreed deadlines.

12. Providing general support to the Head of Organisational Development as and when required.

Other Duties / Responsibilities

1. To provide general support to the L & D Managers and L & D Teams as required.

2. Ensuring compliance with Keys Group policies and procedures.

3. Ensuring commitment to own professional development, including completion of mandatory courses, and attending supervision and appraisal activities where required.

No job description can cover every issue which may arise within the post at various times and the postholder is expected to carry out other duties from time to time which are broadly consistent with those in this document.

Keys Group