This position is no longer open for applications

An opportunity has arisen for an Operations Coordinator to join the Reading based Group HR/Academy team on a permanent basis. The Operations Coordinator will coordinate all activities to ensure the smooth running of the Academy operation. To include the overseeing of all finances and programme chargebacks, data analysis and reporting, programme scheduling and demand planning. The role will also support the Operations Manager and deputise in their absence. The Operations Coordinator will play a key part in the Operations team, supporting with programme coordination and systems administration. 

Primary Duties & Responsibilities 

Development Programmes:

• To act as the first point of escalation for the programme administration team in resolving issue and queries satisfactorily in the absence of the Operations Manager
• Develop and communicate an annual schedule of Academy programmes, being the first point of contact for the functions and training providers in this activity 
• To coordinate the internal delivery requirements for Academy programmes working with SME's and Technical Instructors to ensure programmes are resourced appropriately 
• To work with relevant stakeholders and colleagues to ensure evaluation activities are undertaken on all aspects of programme delivery activities - suppliers, venues, internal delivery resources and any relevant reporting requirements to the business are fully met 
• Regularly analyse programme evaluations through the Learning Management system reporting data. Identify trends, issues and positive feedback and ensure this is communicated effectively through to the functional stakeholders and training providers

Programme Coordination

• To support with the development and communication of an annual schedule of Academy programmes, being the first point of contact for the functions and training providers in this activity 
• Coordinate the internal delivery requirements for Academy programmes working with SME's and Technical Instructors to ensure programmes are resourced appropriately 
• Manage the day to day relationship with the Academy suppliers including contract administration 
• Administer the technical programmes globally 

Finance

• ​Analyse the programme expenditure against income and budget on a regular basis and report any significant concerns as appropriate 
• Coordinate the recharge and internal invoicing activity for all programmes and related activity ensuring accurate and timely reporting to finance and the business where required 
• Support with the annual programme  cost review and pricing activity ensuring effective systems and processes are in place to accurately monitor programme profit/loss and manage costs. Make recommendations for cost reduction measures that will retain the quality of the programme delivery
• Invoice approval and coordination via the finance tracker

Data and Reporting

• Ensure the timely preparation and delivery of Academy reports and statistical data in line with reporting calendar and requirements 
• Contribute to the development of Academy reports and analysis as required
• Prepare ad hoc reports as requested 

System and Programme Support 

• Manage the Academy SharePoint site and programme materials working with the communications team to ensure the quality and branding 
• Administer the Academy content and programmes using the global Learning Management system
• Support with the coordination and administration of the programmes supporting the leadership and skills coordinate where necessary 

Contract and Provider Management

• Ensure all contracts and renewals are documented and planned accordingly into the review cycle with providers 
• Feed into the annual reviews and provider communications 

Skills & Experience Required

• Flexible approach and ability to meet changing business needs
• Able to demonstrate a high degree of self motivation with a flexible and positive outlook
• Highly developed organisational skills with a proactive approach 
• A clear focus on quality and customer service
• Demonstrable experience of working in a fast-paced, constantly changing environment
• Able to demonstrate ability to think on feet and problem solve 
• Decision making capability without constant need to refer upwards is essential 
• Highly developed communication skills with ability to deal effectively with a wide variety of people using appropriate methods (email, telephone, messaging tools)
• Ability to quickly develop and build relationships and to utilise internal and external networks to best effect
• Computer literacy - experienced user of MS Office (Excel, PowerPoint and Word)

Desirable

• Some experience of financial accounts or cost analysis would be beneficial
• Knowledge of using SharePoint 2013 functionality 
• Experience of working within a global organisation and able to adapt style to meet the needs of a global audience 
• Knowledge of using LMS/integrated talent systems