People Flexi Bank - Training Administrator

Job overview

Looking for flexible work in the NHS?

The Flexi‑Bank is a collaborative staff bank hosted by Royal Surrey NHS Foundation Trust in partnership with Surrey and Borders Partnership NHS Foundation Trust, offering greater choice, flexibility and access to a wider range of opportunities across both organizations.

Why join the Flexi‑Bank?

Work flexibly – choose shifts that suit your lifestyle and availability

Access more opportunities – pick up shifts across mental health, community and acute care settings

Get paid fairly and on time – competitive rates and fast access to earnings through Stream

Stay supported – benefit from training, development and guidance from our dedicated Temporary Staffing Team

Be part of something bigger – join a growing collaborative of NHS Trusts across Surrey

Main duties of the job

Surrey and Borders Partnership NHS Foundation Trust  is looking for someone who will be the first line of communication and administrative support in the team, in respect of queries relating to statutory and mandatory training. We offer a blended delivery of face-to-face, virtual and e-Learning training. All our curriculum events including our Trust Corporate Induction are delivered at a variety of training locations across Surrey. You are required to ensure training rooms are set up as required for training delivery and welcome staff at a variety of locations who are attending our training, This is a busy role, requiring exceptional customer service and the ability to move quickly between tasks and respond appropriately and calmly to changing priorities.

Location: 18 Mole Business Park, Randalls Rd, Leatherhead KT22 7AD

Work Pattern: Weekdays from 9Am to 5 PM

Please refer to the job descriptions for further details which was attached to the advert.

Detailed job description and main responsibilities

• Learning Management System (AcademyHub) Administer and maintain the Totara Learning Management System (AcademyHub), ensuring data accuracy and system integrity. Create and manage courses and scheduled events, including adding course dates and updating records as required. Support the delivery of Statutory and Mandatory training through data entry, delegate list preparation, attendance monitoring, and follow-up on non-attendance. Act as the first point of contact for all AcademyHub-related queries via email, Teams, phone, and in person, ensuring timely resolution. Maintain and monitor the AcademyHub inbox, responding to enquiries and resolving issues promptly. Support trainers with course delivery (both face-to-face and virtual), including troubleshooting and system support. Work collaboratively with the Training Team to ensure training records remain accurate, up to date, and compliant. Provide guidance and support to managers and staff on using AcademyHub dashboards and reports, promoting self-service capability. Attend system training and knowledge transfer sessions relating to upgrades and business-as-usual processes. Process Inter Authority Transfers (IATs) for new starters and liaise with relevant stakeholders regarding training assignments. Venues and Training Delivery Support Coordinate and support training sessions across Trust sites (including Leatherhead, Epsom, Chertsey, and occasionally Guildford), ensuring rooms, equipment, and materials are prepared. Provide on-site support for Corporate Induction and other training events, including hospitality, equipment setup, and delegate assistance. Host Statutory and Mandatory training information stands, supporting staff with compliance and system queries. Liaise with facilities providers to arrange room setup and ensure venues are fit for purpose. Administration and Team Support Manage administrative processes for internal and external training courses, including venue bookings, communications, and resource coordination. Support wider Education and Training team projects and initiatives as required. Ensure continuity of service by providing cover across the team during periods of absence. Work with Communications colleagues to promote training opportunities and maintain up-to-date content on internal platforms, including SharePoint. Effectively manage workload, adapting to changing priorities and deadlines. Meetings and Engagement Attend regular team, departmental, and organisational meetings both in person and via Microsoft Teams. Participate in mandatory Workforce and Training Team meetings across multiple Trust locations. Finance and Procurement Raise and manage requisitions and purchase orders using the Shared Business Services (SBS) system. Process receipting to support timely invoice payments and resolve procurement queries as needed. Income Generation and External Training Raise sales orders and liaise with Finance to ensure invoicing and payment processes are completed. Coordinate bookings for agency and external learners, ensuring correct course allocation. Maintain accurate records for external learners within AcademyHub.
• Administer and maintain the Totara Learning Management System (AcademyHub), ensuring data accuracy and system integrity.
• Create and manage courses and scheduled events, including adding course dates and updating records as required.
• Support the delivery of Statutory and Mandatory training through data entry, delegate list preparation, attendance monitoring, and follow-up on non-attendance.
• Act as the first point of contact for all AcademyHub-related queries via email, Teams, phone, and in person, ensuring timely resolution.
• Maintain and monitor the AcademyHub inbox, responding to enquiries and resolving issues promptly.
• Support trainers with course delivery (both face-to-face and virtual), including troubleshooting and system support.
• Work collaboratively with the Training Team to ensure training records remain accurate, up to date, and compliant.
• Provide guidance and support to managers and staff on using AcademyHub dashboards and reports, promoting self-service capability.
• Attend system training and knowledge transfer sessions relating to upgrades and business-as-usual processes.
• Process Inter Authority Transfers (IATs) for new starters and liaise with relevant stakeholders regarding training assignments.
• Coordinate and support training sessions across Trust sites (including Leatherhead, Epsom, Chertsey, and occasionally Guildford), ensuring rooms, equipment, and materials are prepared.
• Provide on-site support for Corporate Induction and other training events, including hospitality, equipment setup, and delegate assistance.
• Host Statutory and Mandatory training information stands, supporting staff with compliance and system queries.
• Liaise with facilities providers to arrange room setup and ensure venues are fit for purpose.
• Manage administrative processes for internal and external training courses, including venue bookings, communications, and resource coordination.
• Support wider Education and Training team projects and initiatives as required.
• Ensure continuity of service by providing cover across the team during periods of absence.
• Work with Communications colleagues to promote training opportunities and maintain up-to-date content on internal platforms, including SharePoint.
• Effectively manage workload, adapting to changing priorities and deadlines.
• Attend regular team, departmental, and organisational meetings both in person and via Microsoft Teams.
• Participate in mandatory Workforce and Training Team meetings across multiple Trust locations.
• Raise and manage requisitions and purchase orders using the Shared Business Services (SBS) system.
• Process receipting to support timely invoice payments and resolve procurement queries as needed.
• Raise sales orders and liaise with Finance to ensure invoicing and payment processes are completed.
• Coordinate bookings for agency and external learners, ensuring correct course allocation.
• Maintain accurate records for external learners within AcademyHub.