EPRR Training Administrator

Job overview

This is an excellent opportunity within a professional training administration unit, in EPRR (Emergency Preparedness, Resilience and Response) Training. As an EO EPRR Training Administrator, you will provide essential operational support ensuring smooth delivery of accredited training programmes across the UK health system.

Working under the supervision of HEO Training Officers and SEO Training Managers, you will handle the day-to-day administrative tasks that keeps the function running efficiently. This includes processing applications and enrolments, maintaining learner records, coordinating communications, and providing responsive customer service to delegates.

The role offers structured development opportunities with clear progression pathways to HEO level. You will gain experience in Learning Management Systems, professional training administration, and working within quality-assured educational environments.

You will need strong organisational skills, attention to detail, and professional communication abilities. The role requires confidence using digital systems, particularly Microsoft Office 365 and databases, along with the ability to manage multiple tasks and meet deadlines in a busy team environment.

The position is primarily office-based with hybrid working options available. Travel to NHS England or UKHSA sites or other external training venues will be required to support programme delivery or meetings.

Main duties of the job

• Process training applications and enrolments accurately and efficiently, inputting data into the Learning Management System, creating learner accounts, and maintaining up-to-date records across attendance, completion, and certification
• Provide responsive learner services by responding to delegate queries via email and phone, sending joining instructions and programme information, distributing evaluation forms, and following up on outstanding actions within agreed timescales
• Support training operations through monitoring shared inboxes, printing and posting materials as required, maintaining brand-appropriate templates and resources, taking notes in team meetings, and ensuring information is readily available in Microsoft Teams
• Maintain accurate documentation and records including learner files, attendance registers, evaluation responses, and certification records, ensuring all data meets quality standards and is audit-ready
• Support financial administration by tracking payments, processing invoices, and maintaining records of training-related expenditure under guidance from HEO Training Officers

Please note this list is not exhaustive.

Detailed job description and main responsibilities

Key Responsibilities

Application & Enrolment Processing

• Process training applications received through various channels, verifying completeness and forwarding to HEO Training Officers for approval
• Input enrolment data into the Learning Management System (LMS) accurately, ensuring all mandatory fields are completed
• Create learner accounts and access credentials, distributing login information securely
• Maintain waiting lists and expression of interest (EOI) registers, updating status as places become available
• Track enrolment progress from application through to course completion, flagging any issues or delays

Learner Services & Communications

• Respond to learner queries via email and telephone within one working day, providing accurate information about programmes, schedules, and requirements
• Send joining instructions, pre-course materials, and programme information to delegates in advance of training
• Distribute evaluation forms following course delivery and send automated reminders to non non-respondents
• Issue certificates of completion and attendance records to learners meeting programme requirements
• Follow up on outstanding actions including incomplete evaluations, missing documentation, or payment queries

Data Management & Record Keeping

• Input attendance data into LMS promptly following course delivery, marking latecomers and absences accurately
• Maintain learner records including registration forms, attendance registers, assessment records, and feedback
• Update training calendars and schedules as changes occur, ensuring accuracy across all platforms
• File documentation systematically in shared drives and Teams channels, following established naming conventions
• Extract basic data reports from LMS as requested by HEO Training Officers (e.g., attendance lists, completion rates)

Operational Support

• Monitor shared training inboxes, triaging queries and responding to routine matters or forwarding to appropriate team members
• Print and post materials including course handbooks, certificates, and delegate packs as required
• Maintain brand-appropriate templates and materials including UKHSA logos, colour codes (HEX), and high-resolution images
• Take notes and maintain agendas for team meetings using Microsoft Teams, distributing records promptly
• Ensure resources and information are readily accessible in Microsoft Teams channels, updating regularly
• Support team resilience by providing cover for colleagues during absences and peak demand periods; this includes being redeployed to other teams in EPRR and redeployed to incidents requiring additional support in a role that may be different to the day-to-day

Financial Administration Support

• Track training-related payments and invoices, maintaining accurate spreadsheets under HEO guidance
• Process basic financial transactions following UKHSA procedures, escalating queries appropriately
• Maintain records of venue bookings, travel costs, and other training expenditure
• Support financial monitoring by collating data for HEO Training Officers' monthly reports

Essential role criteria:

• Strong administrative or customer service experience in professional environments
• Excellent organisational skills with proven ability to manage multiple tasks and meet deadlines
• High attention to detail and accuracy when processing data and maintaining records and confident IT skills including Microsoft Office (Word, Excel, Outlook, Teams)
• Professional written and verbal communication skills for liaising with learners and colleagues
• Ability to work effectively both independently and as part of a team
• Positive, proactive approach to problem-solving and customer service and willingness to learn new systems and processes quickly

Desirable role criteria:

• Experience working in training, education, or learning and development environments
• Familiarity with Learning Management Systems or student record systems
• Experience with database management or data entry roles
• Understanding of quality assurance or audit requirements in educational settings

Selection Process Details (Success Profiles)

This vacancy is using Success Profiles and will assess your Experience, Behaviours and Technical Skills.

Stage 1: Application & Sift

Success Profiles - GOV.UK

You will be required to complete an application form. You will be assessed on the below listed 6 essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• Up to 250 words for each of the Success Profile Behaviours and essential criteria below:

Please ensure that you have addressed the questions stated below within each statement. Please identify each paragraph with the behaviour and criteria being addressed.

Behaviour - Communicating and Influencing (lead behaviour) Essential Criteria:

• Professional written and verbal communication skills for liaising with learners and colleagues
• Strong administrative or customer service experience in professional environments

Question - Give an example of a time when you had to communicate clearly and professionally with a range of people whether customers, colleagues or both. How did you adapt your approach and what was the outcome?

Behaviour - Managing a Quality Service

Essential Criteria:

• High attention to detail and accuracy when processing data and maintaining records and confident IT skills including Microsoft Office (Word, Excel, Outlook, Teams)
• Positive, proactive approach to problem-solving and customer service and willingness to learn new systems and processes quickly

Question - Describe a time when you were responsible for maintaining accurate records or managing an administrative process where quality and attention to detail were important. What did you do to ensure standards were met, and how did you handle it when something went wrong or needed to be corrected?

Behaviour - Delivering at Pace

• Excellent organisational skills with proven ability to manage multiple tasks and meet deadlines
• Ability to work effectively both independently and as part of a team

Question - Tell us about a time when you had to manage several competing tasks or deadlines at the same time. How did you prioritise your workload, and what did you do to make sure everything was completed accurately and on time?

You will receive a joint score for your application form and statement. (Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV).

• Healthjobs UK has a word limit of 1500, but your individual statements must be no more than 750 words in total (250 per statement). Please do not exceed 750 words.

Longlisting: In the event of a large number of applications we will longlist into 3 piles of:

• Meets all essential criteria
• Meets some essential criteria
• Meets no essential criteria

If used, the pile ‘Meets all essential criteria’ will proceed to shortlisting.

Shortlisting: : In the event of a large number of applications we will conduct an initial sift, on: Behaviour: Communicating and Influencing Related Essential Criteria: o Professional written and verbal communication skills for liaising with learners and colleagues o Strong administrative or customer service experience in professional environments

Desirable criteria may be used in the event of a large number of applications/large amount of successful candidates.

If you are successful at this stage, you will progress to interview & assessment.

Feedback will not be provided at this stage.

Stage 2: Interview

You will be invited to a remote interview via MS Teams.

Behaviours and Technical Skills will be tested at the interview stage.

The Behaviours tested during the interview stage will be:

• Communicating and Influencing (lead behaviour)
• Managing a Quality Service
• Delivering at Pace

Technical Skills will be assessed remotely, via a simulated in-tray task which will take no longer than 15 minutes to complete. The task will be provided to you either ahead of, or after your MS Teams interview. It will need to be completed in your own time and a deadline to provide your response will be confirmed to you. The in-tray task will be a simulated inbox management task. No preparation is required. Technical support will be available, and clarity on specific pieces of knowledge, where required, will be provided if essential to understand the question at the time.

Interview dates to be confirmed.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Additional Information

Location

This role is being offered as hybrid working based at any of our Core HQ’s (London, Leeds, Liverpool or Birmingham). The role can also be worked out of our Scientific Campus in Porton.

Our core HQ offices are modern and newly refurbished with excellent city centre transport links and benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC) We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) working at our campus or hub.

If you are based at our scientific campus in Porton, you will be required to have a Counter Terrorism Check security vetting check as a minimum. For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 3 years as the role requires Counter Terrorism Check (CTC) clearance. In exceptional circumstances UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.

Security Clearance Level Requirement

Successful candidates must pass a basic disclosure and barring security check before they can be appointed. Successful candidates must meet the security requirements before they can be appointed. The level of security needed if based out of one of our Core HQ is Baseline Personnel Security Standard and Counter-Terrorist Check if based out of Porton.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).

Salary Information

If you are successful at interview and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.

Please be aware that the salary is based on the office location.

Executive Officer (EO)

• £28,547- £33,196 (National)
• £32,624- £37,737 (Inner London)