Training Administrator vacancy
Training Administrator vacancy
This page has information on:
- Job status: This is a full-time, permanent post.
- Location: Homebased (UK) or office-based in one of our offices in Edinburgh or Grimsby. While the role allows remote work, applicants must reside within commuting distance of a Seafish office for administrative tasks such as certificate dispatch and mail handling.
- Salary: The starting salary for this role is £22,942.
Seafish is here to give the UK seafood sector the support it needs to thrive. Our work makes a huge difference. We collaborate with a wide range of partners – from seafood businesses and trade bodies to government, regulators and environmental organisations – and we engage in everything from research to campaigns, insight and training.
In the Seafish Safety and Training team we coordinate safety and skills training courses and resources for people who work on UK-registered fishing vessels as well as providing a range of training, learning, and development opportunities for individuals and shore-based businesses. Seafish-approved courses offer specific industry training which is delivered by our expert network of approved training providers so that participants can be confident that the material covered is relevant and of the highest quality.
At Seafish we operate a Trust and Performance working environment that focuses on performance - both what you do and how you go about achieving it. We don’t measure time in our Trust and Performance culture, instead we measure delivery. Working in this way means you have autonomy and accountability in equal parts and working in a way that is most effective for you, as long as your work gets delivered to agreed standards. You’ll have a personal development plan which clearly outlines the objectives and competencies for your role and your learning and development goals. You’ll also have regular catch-ups with your line manager, along with mid-year and end-of-year reviews to formally discuss your performance, competencies and professional growth.
The main purpose of this role will be to develop, implement, monitor, and improve the administrative functions required for effective and efficient delivery of both onshore and fishermen’s training including associated record-keeping, certification and administration of funding.
The main dimensions of the role are:
- Administration of training programmes.
- Receiving and dealing with enquiries via email and telephone.
- Processing of applications.
- Liaison support for training advisors and managers.
- Providing secretarial support as required for working groups or committees.
Key accountabilities will be:
- Administer funding to fishermen, processors, and training providers for eligible training, ensuring compliance with internal and external project and financial management requirements.
- Log and respond to (or pass on to the appropriate person) external enquiries regarding training, providing excellent customer service.
- Establish and maintain effective working relations with all Seafish Approved Training Providers to provide effective support for them in delivering training.
- Monitor the delivery of training by Seafish Approved Training Providers (checking and verifying the veracity and accuracy of information received).
- Make and communicate (to fishermen and Seafish Approved Training Providers) decisions on eligibility for funded training.
- Provide switchboard cover for the main Operator working collaboratively with a team of 3 to provide efficient cover.
- Raise/authorise purchase orders and sales invoice requests.
- Work in collaboration with the training team through regular communication and interaction
- Support the training manager with administrative duties commensurate with the role and grade.
Additional responsibilities will be to:
- Responsively handle reactive tasks coming from both internal and external sources.
- Adhere to Seafish's internal policies and procedures.
- Comply with external requirements for data gathering, recording, monitoring, reporting, and storage.
- Efficiently prioritise and manage work tasks to meet deadlines.
- Take a proactive approach to personal workload management and assist team members in handling workload pressures.
- Deal with external enquiries, passing more complicated enquiries onto the relevant member of staff.
- Understand and apply relevant regulations, standards and procedures, seeking clarification internally and from external bodies where necessary.
Essential working relationships will include:
- Support colleagues in the Training team by providing information and assistance.
- Seek opportunities to keep up-to-date and broaden knowledge and understanding (verbal and email) of training within the Seafood sector.
- Work closely with Administration colleagues – verbal (phone and face-to-face) and email communication to support the general office administration functions (dealing with switchboard enquiries, visitors, meetings, etc) as required.
- Liaise with the finance team – email communication and reports on financial progress, expenditure (e.g., procurement) and income (e.g., claims).
- Seafish Approved Training Providers and Instructors – providing/receiving information and materials; question/challenge information received to check/verify accuracy and integrity (verbal and email).
- Fishermen – providing information and materials; giving advice; persuading fishermen to take up products/services offered; questioning/challenging information received to check/verify accuracy and integrity (verbal and email).
- Onshore Training - providing information and materials; giving advice; organising training courses; and ensuring we have appropriate trainers and invigilators in place.
- External agencies (e.g., MCA, MAIB, RNLI, etc) – requiring/requesting information on training courses and/or fishermen’s training records (email and letter).
- Act as the primary point of contact for individuals reaching out to Seafish with training inquiries, representing the organisation professionally. Strive to create a positive impression, establish the nature of the enquiry, provide the necessary information required (or redirect to the relevant colleague), and ensure the enquirer is satisfied with the provided response.
- Represent Seafish at meetings, conferences and exhibitions and provide minute-taking services as required.
To be a suitable candidate for this role you should have:
- Strong numeracy skills and be proficient in oral and written communication (English).
- A level 3 qualification in administration skills or equivalent experience (e.g., NVQ Certificate in Business Administration or Apprenticeship/Satisfactory Employment Reference).
- Experience with Microsoft Office applications (including Microsoft Teams, Outlook, Word, Excel and Access) / Intermediate ECDL qualification (Word processing, spreadsheets, databases).
- Demonstrable experience of working in a customer service environment - dealing effectively with telephone and email enquiries.
- Advanced skills of finance and procurement procedures in order to process payments and manage purchase orders.
- Tact/diplomacy skills for dealing with enquiries.
- Ability to prioritise tasks and manage workload efficiently.
- Proven experience in an administrative role.
- An inquisitive nature – e.g., to gather and check all required information and to establish that customer’s needs have been satisfied.
- A comprehensive knowledge and understanding of fishermen’s training and certification requirements.
- A comprehensive knowledge and understanding of administrative and record-keeping requirements of external funders.
- Desirable Additional Skills (non-essential)
- Knowledge of project management skills and techniques.
- Knowledge and understanding of Seafish and in particular its roles and responsibilities within administrative functions are also advantageous.
- Working knowledge of the Seafood industry is advantageous but not essential.
Special features of the role:
- While the role allows remote work, it's essential that applicants reside within commuting distance of a Seafish office for administrative tasks such as certificate dispatch and mail handling.
- Occasional travel, up to 12 days per annum (either by train or car), required to attend meetings and visit training providers and occasional overnight stays. You will also be expected to attend our annual training conference which will involve travel.
Every role in Seafish is linked to our bespoke competency framework. The competency levels for this role are:
- Growing Expertise – Maintains personal development
- Embracing Change – Responds positively to change
- Building Relationships – Builds links with others in order to develop and deliver best solutions
- Achieving Results – Overcomes challenging circumstances to achieve high-quality results
- Influencing with Impact – Calculates personal impact and adapts communication
All roles within Seafish are graded and have defined salary bands. This role is a grade 2 post and the starting salary is at £22,942.
A new member’s appointment on the pay spine is dependent on the experience they bring to the role when they start. New candidates normally start at the lower end of the range unless they can demonstrate considerable experience in the requirements of the role.
Additional benefits include:
- 25 days annual leave plus Bank Holidays and Christmas office closure. Optional 5 days per year paid volunteering leave for an activity of your choice.
- Trust and Performance working environment – you get your work done to the expected standard in a way that suits you.
- A generous employer pension scheme – Seafish will double your contribution, up to a maximum employer contribution of 10%.
- A range of health and wellbeing benefits including the Cycle to Work scheme, Tech Scheme, private medical insurance, gym discounts and free eye tests.
- Our unlimited employee assistance scheme is a support service available 24/7 – it offers confidential, impartial advice on anything you need such as work, family, finance support or anything else personal to you.
- We have a professional development culture with plenty of learning opportunities.
- We have a high-performing culture and reward those who do well each year.
To apply for the post, you should email your application to firstname.lastname@example.org. Please include ‘Training Administrator” in the subject line of your email.
Your application should include:
- A covering letter or a short video explaining why you are a suitable candidate.
- A recent copy of your CV so we can find out more about your skills and experience.
- A completed copy of our recruitment consent form.
This post will be recruited on a full-time basis only.
The deadline for applications is 29th February 2024.
Candidates invited to interview will be given at least one week’s notice of the proposed interview date to allow you to prepare. The interview will consist of competency-based questions, and you may be asked to complete a short task in advance of the interview, candidates will be notified of this when invited to interview.
For any queries about the job description or the salary and benefits on offer, please email email@example.com.