Administrative Assistant - Training and Events

About the Coram Group
CoramBAAF is part of the Coram Group. Our mission is to develop, deliver and promote best practice in the support of children and young people. Our vision is that every child has the best possible chance to lead a fulfilling life. We champion what matters most for children, creating better chances, and a brighter, happier future.

About CoramBAAF
We part of the Coram Group and are the UK's leading membership organisation for professionals dedicated to improving outcomes for children and young people in care. We are also a training provider, publisher, advice line and at the frontline of policy and practice reform.

About the Training and Events team
CoramBAAF has a long-standing reputation as a provider of high-quality training, conference and consultancy services aimed at social work, health care and legal professionals and also, when appropriate, adopters, fostering and kinship carers.

CoramBAAF runs a workshop and conference programme across England and offers bespoke training services to agencies. We run a mix of face-to-face and online delivery. Consultancy services typically include responding to specific commissions to review aspects of services.

The Training and Events Team works in close collaboration with staff across CoramBAAF, including colleagues with roles in policy and development, advice, information and knowledge, membership services, and publications.


Main duties and responsibilities
1. Provide administrative support coordinating all aspects of the training (commissioned and open course) programme.
2. To support colleagues in high quality customer service, as well as the organisation and delivery of commissioned and open course programme and consultancy projects.
3. To accurately and efficiently process and record enquiries, commissions and booking requests.
4. To process financial transactions
5. To make appropriate and cost-effective arrangements for travel, accommodation, venues and catering.
6. To support internal and external speakers coordinating all operational aspects of events, conference and training delivery.

Enquiries and bookings
7. To provide information to members and others about the commissioned and open course programme, booking systems, and CoramBAAF activities as required.
8. To accurately record new requests and confirming bookings, compiling data, delivering timely responses and liaising as appropriate within the team.
9. To maintain and regularly update a calendar of training.
10. To liaise with training, events and consultancy service colleagues, associate trainer consultants and others on the materials and presentations for each learning event, ensuring timely delivery and preparation of training packs for delegates.
11. To support the Senior Training Administrator and Training, Consultancy and Events Manager in maintaining a robust customer database and information system, and in the generation of reports.
12. To issue certificates to delegates, receive and compile evaluations for analysis by the team.

Financial transactions
13. To raise and process invoices for training and consultancy services and receive payments in a timely manner and in accordance with CoramBAAF financial procedures.
14. To check bank statements, record financial transactions, income and outgoings.
15. To regularly chase up outstanding payments and complete the monthly debtors’ report.

Remote delivery, venue, travel and other arrangements
16. To ensure that robust arrangements are in place for training that is being delivered remotely, including selecting the appropriate platform (e.g., Zoom, MS Teams etc.) providing delegates with joining instructions and supporting presenters and trainers in using the technology.
17. To book venues as necessary, ensuring accessibility and high standards in the quality of the training environment, including disability access and necessary IT facilities.
18. To make cost effective catering arrangements.
19. To make cost effective travel and accommodation arrangements for trainers and be in attendance at training as required.
20. To maintain effective liaison with presenters and trainers.
Administrative support
21. To convene and make arrangements for internal and external meetings, distribute agendas and provide clear and concise notes/minutes as required.
22. To maintain relevant information about Associate Trainer consultants.
23. To support the service manager and Senior Training Administrator with correspondence, responding to enquiries, maintaining records and managing data.


Other responsibilities
• To recognise and challenge all forms of discrimination and prejudice in the workplace.
• To treat everyone with respect, dignity and fairness and to acknowledge and celebrate diversity.
• To maintain an awareness of your own and others’ health and safety and comply with Coram Group Health and Safety policy and procedures.
• To maintain confidentiality of information; it will be necessary to comply with all requirements related to the Data Protection Act/ General Data Protection Regulations (GDPR).

To apply for this role and to see the full job spec please visit Coram's careers page in the link below.