Administrative Assistant (Training and Events)

About CoramBAAF
We are the UK's leading membership organisation for professionals dedicated to improving outcomes for children and young people in care. Our corporate members in England, Wales, Scotland and Northern Ireland represent 94% of all local authorities as well as regional adoption agencies, health and social care trusts, independent fostering providers and voluntary adoption agencies, and cover 88% of all children and family social workers.

Our 650+ individual and associate members - comprising lawyers, health professionals, educational institutions, therapeutic and family support services, and more - reflect the multidisciplinary nature of our work. Together, our members make up the largest network of organisations and individuals involved with children in their journey through the care system.
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 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, foster carers and adopters.

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 remote delivery. Consultancy services typically include responding to specific commissions to review aspects of services or providing chairs for disruption meetings.

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).

Person specification
• Demonstrable experience of administrative work in a busy office/team environment.

• Excellent IT skills including use of the MS suite of applications – Word, Excel, PowerPoint, Outlook, plus experience using CRM databases and video conference software platforms such as Zoom and MS Teams.

• A high level of attention to detail and accuracy.

• An ability to accurately record and transcribe minutes.

• A good level of communication skills (oral and written) that supports developing and maintaining good relationships with internal and external stakeholders.

• Good interpersonal skills, including a confident and courteous manner when liaising with external agencies and members.

• Ability to work flexibly, be responsive to changing demands and to work collaboratively as part of a busy team.

• Ability to successfully plan, manage and monitor multiple projects.

• Ability to use initiative and work independently.

• Commitment to the implementation of Coram’s equality and diversity policies and procedures.

Desirable
• Qualification in Business Administration (minimum Level 2)
• Experience of raising invoices, managing card payment and chasing debtors


Behaviours and Values
• A confident and courteous manner.
• Effective group work skill.
• An ability maintain confidentiality.
• An ability to operate in ways that are cost-effective.
• Commitment to the implementation of Coram’s equality and diversity policies and procedures.