EPRR Training Administrator

Job summary

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.

Working for your organisation

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

Please visit our careers site for more information -https://gov.uk/ukhsa/careers

Job description

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

Main Duties

• 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.

Person specification

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 rec