Training Administrator

Location: Carterton United Kingdom

Thales people architect solutions that enable two-thirds of planes to take off and land safely. We create in-flight entertainment systems that engross 50 million fliers every year and we develop the avionics that control the worlds largest commercial aircrafts. Our simulators train the next generation of pilots for fighter jets transporters and search and rescue helicopters. And together each and every member of our aerospace team makes a difference.

Together we offer fantastic opportunities for committed employees to learn and develop their career with us. At Thales UK we research develop and supply technology and services that impact the lives of millions of people each day to make life better and keep us safer. We innovate across the major industries of Aerospace Defence Security and Space. Your health and well-being matters to us and thats why we offer you the flexibility to do whats important to you; whether thats part time hours job sharing home working or the ability to flex your start and finish times. Where possible we support a working pattern that suits your lifestyle and helps you reach your ambitions.

Primary Purpose of the Role:

The Training Administrator will have a strong customer service and administration focus. As one of the points of contact for our training related administration they will coordinate pre-course activities and support the Training Coordinator (TC) and instructor teams with preparation of any course materials or post-course administration including the maintenance of student training records. Reporting to the Training Delivery Manager (TDM) they will have a variety of general administration duties including processing station access permits for Academy visitors and contractors and importantly be responsible for the Academy Reception desk: opening/closing Reception dealing with desk/telephone enquiries as well as assisting with the building HSE requirements and supporting as a building fire marshal and first aider.

Due to the nature of the work that we do at Thales many of our roles are subject to security restrictions. This role requires Security Clearance (SC).

Key Responsibilities and Tasks:

What do they do

Supports the maintenance of the training program under the direction of TDM/TC

• tracking the training Inbox to ensure training requests are managed / assigned appropriately
• adding new courses and processing of Training Request Forms (TRF)
• cancelling courses and recording appropriate explanations
• rescheduling courses
• assignment of all course resources including classrooms synthetic training devices and instructors as well as course trainees
• Prepares and circulates course joining instructions and marking as completed pre-course activity in MINT Scheduler
• Prepares the weekly classroom floor plan (used as an aid in the event the MINT schedules are unavailable)
• Prepares appropriate course attendance sheets. Distributes to the appropriate classroom/briefing room and ensures all completed sheets are collected/returned to Admin for post-course processing

Training Administration

What do they do

Supports the training administration under the direction of TDM/TC

• maintains student No Show list
• Processes Training Alert Forms (TAF) and maintains TAF Register
• maintenance of all non-ATO training records and documentation under the direction of TDM/TC
• Responsible for the regular download of Paperbox InVal data and update of the InVal Spreadsheet with specific attention to month end requirements
• Makes transport and accommodation arrangements for off-site training

Support TC with post-course administration activities including:

• tracking EFOS reports to confirm completion of training
• closing courses and completion of the electronic training record for all students or courses
• creation of course certificates where required
• processing distribution copying or scanning and filing of all training course paperwork including training alerts and course feedback

Reception / Miscellaneous Responsibilities

What do they do

• opens/closes Academy Reception and manages desk/telephone enquiries
• ensures the efficient progression of contractors students and visitors through Reception obeying all access controls and HSE protocols
• coordinates visit notifications and escorts visitors to/from Base Security Gate (or A400M)
• books meeting rooms and orders hospitality for Thales hosted events including audits
• makes ready the Atrium and student break-out areas each day
• ensure the Academy meeting rooms are well presented and ready for use each day
• ensures vacant training rooms are well presented and always ready for use
• orders stationery corporate attire and liaises with Refueller to maintain supplies for the break-out area

• supports the facilities manager with coordination of facilities maintenance suppliers and associated deliveries.
• supports general administrative tasks assisting the smooth running of the Academy including maintaining the Academy Telephone List photocopying scanning binding and laminating
• coordinates printer faults and distribute new toner cartridges
• supports TDM with compliance maintenance relevant to general administration and Reception processes
• Invigilation relating to Part 66 & Part 147 exams as well as cabin crew exam resits. Delivery of Part 66 exam papers to RG
• identification and reporting of recognised or potential hazards into Thales SMS

Timekeeper activities

What do they do

• responsible for the weekly authorisation of Morson timesheets (for contingent workers)

Supporting the Voyager Academy Security Environment

What do they do

Working in conjunction with or under instruction from TSM

• respond to security emergencies promptly and efficiently reporting all critical issues to the Training Services Manager (Operation Round Up / Wideawake etc.)
• communicate sundry Academy announcements via the buildings tannoy system
• support building HSE via fire marshalling and basic first aid (training given for both)
• liaise and coordinate between internal department managers Thales Vetting Air Tanker Personnel Security Department RAF Brize Norton Passes & Permits and Serco ensuring that contractors and visitors are issued with the necessary access passes to conduct their roles.

• conduct regular walk rounds to identify areas of security improvement and provide suitable solutions for senior management approval

• manage and maintain up-to-date records of permanent staff and contractor DBS / BPSS and SC vetting details

How do they do it

• Always be attentive to customer service and maintain professional standards
• Be organised and stay alert to ongoing email traffic.
• Communicate progress with task assignments clearly both within the Administration team and to other stakeholders.
• Follow approved work processes but challenge the norm if an opportunity is seen for improvement.
• Integrate into the Thales team and generally familiarise with the different roles.

What do they not do

• Work autonomously or in isolation from the team they are to be directed by the processes and manager(s)
• Attempt to undo errors without sharing the problem with the manager. Doing otherwise can often lead to deeper and less solvable problems.

Skills:

Essential

• Well-developed communication skills both oral and written
• Computer literate and good working knowledge of Microsoft Office
• Excellent interpersonal skills with a strong team ethic
• Highly motivated with a customer focus and attention to detail
• Resourceful in problem solving and ability to juggle multiple tasks

Experience:

Desirable

• Proven experience in an Administration role
• Experience in a military environment
• Experience within a regulated training environment and an appreciation of terminology

Values:

• Continuous improvement
• Collaboration

Qualifications:

Desirable

• Administration qualifications

Values & Behaviours:

The successful candidate will demonstrate behaviours that are consistent with the Leadership at Thales Model:

Think Big

Make It Happen

Together

Security Clearance

Due to the nature of the work that we do at Thales many of our roles are subject to security restrictions. This role requires Security Clearance (SC). It would be advantageous if currently held however if not currently held it is a requirement that the successful applicant undergo achieve and maintain SC Clearance prior to commencing employment. Please visit the UKSV website for further guidance - United Kingdom Security Vetting - ()

To be eligible for full SC you generally need to have resided in the UK for the last 5 years. In some circumstances a minimum of 3 years residence in the UK over the last 5 years may be accepted with additional overseas checks.

What we can offer:

We are committed to giving you opportunities to be your best. We believe in embracing the passion and potential of our people and to achieve this we offer market leading training development and experiences along with the opportunity to be mentored and coached by some of the smartest minds in the industry. We hire from within as our first priority so you will have a myriad of opportunities within our diverse global organisation.

Flexibility

Your health and well-being matters to us and thats why we offer you the flexibility to do whats important to you; whether thats part time hours job sharing home working or the ability to flex your start and finish times. Where possible we support a working pattern that suits your lifestyle and helps you reach your ambitions.

The Work Environment

At Thales we believe in flexible SMART working and have the expectation this role will be delivered through a combination of remote and office based collaborative working. When working in the office you will be based at the largest Thales site in the UK featuring access to a wide variety of resources including manufacturing environmental and electromagnetic test facilities and specialised laboratories. The modern site includes a subsidised restaurant a caf break out spaces bicycle storage facilities and more.

Benefits at Thales

Alongside a competitive base salary we offer a variable compensation plan bonus and benefits package which includes:

• Half day every Friday usually finishing around 13:00pm
• Pension Scheme
• 28 days annual leave (Plus Bank Holidays)
• Life Cover
• Progression and Development Opportunities
• 24/7 Employee Assistance Program and access to mental wellbeing app
• Employee discount shopping schemes on major brands and retailers

Thales is an equal opportunities employer and diversity and inclusion are integral to the success of Thales.

#LI-DB2

In line with Thales Baseline Security requirements candidates will be asked to provide evidence of identity eligibility to work in the UK and employment and/or education history for up to three years. Some vacancies may require full Security Clearance which can require further evidence to be provided. For further details of the evidence required to apply for Baseline and Security Clearance please refer to the Defence Business Services National Security Vetting (DBS NSV) Agency.

At Thales we provide CAREERS and not only jobs. With Thales employing 80000 employees in 68 countries our mobility policy enables thousands of employees each year to develop their careers at home and abroad in their existing areas of expertise or by branching out into new fields. Together we believe that embracing flexibility is a smarter way of working.

Thales UK is committed to providing an inclusive and barrier-free recruitment process. We will provide reasonable adjustments and support to ensure neuro-diverse applicants or those with a disability or long-term condition can be their best during the recruitment process. To request an adjustment if you need this job advert in an alternative format or if you have any questions about the recruitment process please contact Resourcing Ops for mid to senior roles or the Early Careers Teamfor graduate and apprentice roles.

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