Programme Coordinator

Job Overview

We are looking for an organised and proactive Programme Coordinator to support the successful mobilisation, coordination and delivery of training programmes.

This is a varied role combining programme planning, learner administration, reporting, systems management and compliance support. You will play a key role in ensuring programmes are fully prepared for delivery, run efficiently and meet required quality and compliance standards.

Working closely with the Education & Delivery Manager, you will coordinate resources, manage learner communications, maintain accurate records and support continuous improvement across programme operations.

Key Responsibilities

Programme Mobilisation and Planning

• Coordinate programme mobilisation activities, maintaining trackers and ensuring deadlines are met.

• Identify and escalate potential risks or delays to the Education & Delivery Manager.

• Manage training schedules, booking calendars and delivery plans.

• Coordinate course logistics, including training venues, tools, plant equipment and associated paperwork.

• Arrange equipment returns and off-hire requirements following course completion.

• Liaise with trainers and stakeholders to ensure programmes are fully prepared for delivery.

• Monitor and record learner attendance and support operational planning meetings.

Learner Administration and Engagement

• Coordinate learner communications throughout the onboarding process.

• Prepare joining instructions and maintain accurate learner information.

• Support attendance confirmation and learner engagement activities.

• Assist with learner recruitment and programme referral processes.

Referral and Pipeline Management

• Monitor learner referral pipelines and conversion rates.

• Maintain accurate referral records and produce reports and forecasts for management.

• Support activities to maximise learner participation and programme utilisation.

Systems, Data and Reporting

• Maintain programme administration systems, databases and records.

• Ensure data is accurate, complete and updated within required timescales.

• Produce management information reports and dashboards.

• Prepare programme performance information to support operational decision-making.

• Identify opportunities to improve systems, automate processes and increase efficiency.

Audit, Compliance and Contract Reporting

• Support audit preparation and maintain audit-ready documentation.

• Monitor learner files to ensure compliance, completeness and data accuracy.

• Prepare information for contract reviews and performance monitoring.

• Support reporting requirements and ensure records are maintained to the required standards.

Continuous Improvement

• Review administrative processes and identify opportunities for improvement.

• Support quality improvement initiatives and the development of efficient working practices.

• Help develop scalable systems and processes to support future growth.

• Promote innovation, consistency and best practice across programme operations.

• Support the Education & Delivery Manager in monitoring mobilisation performance and delivery readiness.

Person Specification

Essential Skills and Experience

• Experience in a senior administration or team support role.

• Previous experience coordinating programmes, projects or complex operational activities.

• Strong organisational and planning skills, with the ability to manage multiple priorities and deadlines.

• Good data management, reporting and analytical skills.

• Confident stakeholder management and communication skills.

• Strong IT skills, with the ability to learn and maintain administration systems.

• High levels of accuracy and attention to detail.

• A proactive approach to problem-solving and continuous improvement.

Desirable Skills and Experience

• Experience within funded learning, training or education programmes.

• Familiarity with CRM systems or learner management systems.

• Experience supporting audits and compliance processes.

• Knowledge of DWP, employability services or the wider training sector.

Safeguarding

The organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All staff are expected to share this commitment.

Equality, Diversity and Inclusion

The organisation is committed to equality of opportunity and creating an inclusive working and learning environment for all.