EPRR Training Administrator

• Strong administrative or customer service experience in professional environments
• Excellent organisational skills with proven ability to manage multiple tasks and meet deadlines
• High attention to detail and accuracy when processing data and maintaining records and confident IT skills including Microsoft Office (Word, Excel, Outlook, Teams)
• Professional written and verbal communication skills for liaising with learners and colleagues
• Ability to work effectively both independently and as part of a team
• Positive, proactive approach to problem-solving and customer service and willingness to learn new systems and processes quickly

• Experience working in training, education, or learning and development environments
• Familiarity with Learning Management Systems or student record systems
• Experience with database management or data entry roles
• Understanding of quality assurance or audit requirements in educational settings

For roles where specific qualifications or registrations are required, successful applicants will be asked to provide appropriate evidence. Employment cannot

commence until satisfactory documentation has been received and verified. If you are not currently a civil servant, you will take up the post on a Fixed Term Appointment. You may be able to take this role up as a Secondment. If you are an existing Civil Servant based outside of UKHSA, you will take up the post as a loan, which you will need your department to agree. You cannot take the post up as a fixed term. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per UKHSA's pay policy.

Future location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow,Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centreinvestment to boost pandemic protection - GOV.UK. The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

£28,547 - £37,737

per annum, pro rata

A Civil Service Pension with an employer contribution of 28.97%

Alongside your salary of £28,547, UK Health Security Agency contributes £8,270 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

If you are successful at interview and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.

Please be aware that the salary is based on the office location.

• £28,547- £33,196 (National)
• £32,624- £37,737 (Inner London)

Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

This is an excellent opportunity within a professional training administration unit, in EPRR (Emergency Preparedness, Resilience and Response) Training. As an EO EPRR Training Administrator, you will provide essential operational support ensuring smooth delivery of accredited training programmes across the UK health system.

Working under the supervision of HEO Training Officers and SEO Training Managers, you will handle the day-to-day administrative tasks that keeps the function running efficiently. This includes processing applications and enrolments, maintaining learner records, coordinating communications, and providing responsive customer service to delegates.

The role offers structured development opportunities with clear progression pathways to HEO level. You will gain experience in Learning Management Systems, professional training administration, and working within quality-assured educational environments.

You will need strong organisational skills, attention to detail, and professional communication abilities. The role requires confidence using digital systems, particularly Microsoft Office 365 and databases, along with the ability to manage multiple tasks and meet deadlines in a busy team environment.

• Process training applications received through various channels, verifying completeness and forwarding to HEO Training Officers for approval
• Input enrolment data into the Learning Management System (LMS) accurately, ensuring all mandatory fields are completed
• Create learner accounts and access credentials, distributing login information securely
• Maintain waiting lists and expression of interest (EOI) registers, updating status as places become available
• Track enrolment progress from application through to course completion, flagging any issues or delays
• Respond to learner queries via email and telephone within one working day, providing accurate information about programmes, schedules, and requirements
• Send joining instructions, pre-course materials, and programme information to delegates in advance of training
• Distribute evaluation forms following course delivery and send automated reminders to non non-respondents
• Issue certificates of completion and attendance records to learners meeting programme requirements
• Follow up on outstanding actions including incomplete evaluations, missing documentation, or payment queries
• Input attendance data into LMS promptly following course delivery, marking latecomers and absences accurately
• Maintain learner records including registration forms, attendance registers, assessment records, and feedback
• Update training calendars and schedules as changes occur, ensuring accuracy across all platforms
• File documentation systematically in shared drives and Teams channels, following established naming conventions
• Extract basic data reports from LMS as requested by HEO Training Officers (e.g., attendance lists, completion rates)
• Monitor shared training inboxes, triaging queries and responding to routine matters or forwarding to appropriate team members
• Print and post materials including course handbooks, certificates, and delegate packs as required
• Maintain brand-appropriate templates and materials including UKHSA logos, colour codes (HEX), and high-resolution images
• Take notes and maintain agendas for team meetings using Microsoft Teams, distributing records promptly
• Ensure resources and information are readily accessible in Microsoft Teams channels, updating regularly
• Support team resilience by providing cover for colleagues during absences and peak demand periods; this includes being redeployed to other teams in EPRR and redeployed to incidents requiring additional support in a role that may be different to the day-to-day
• Track training-related payments and invoices, maintaining accurate spreadsheets under HEO guidance
• Process basic financial transactions following UKHSA procedures, escalating queries appropriately
• Maintain records of venue bookings, travel costs, and other training expenditure
• Support financial monitoring by collating data for HEO Training Officers' monthly reports
• Process training applications and enrolments accurately and efficiently, inputting data into the Learning Management System, creating learner accounts, and maintaining up-to-date records across attendance, completion, and certification
• Provide responsive learner services by responding to delegate queries via email and phone, sending joining instructions and programme information, distributing evaluation forms, and following up on outstanding actions within agreed timescales
• Support training operations through monitoring shared inboxes, printing and posting materials as required, maintaining brand-appropriate templates and resources, taking notes in team meetings, and ensuring information is readily available in Microsoft Teams
• Maintain accurate documentation and records including learner files, attendance registers, evaluation responses, and certification records, ensuring all data meets quality standards and is audit-ready
• Support financial administration by tracking payments, processing invoices, and maintaining records of training-related expenditure under guidance from HEO Training Officers

Please note this list is not exhaustive.

From time to time, the role holder may be required to support UKHSA's incident response activity by contributing their appropriate expertise within an Incident Cell; during such periods, supported by the line manager, this work will take priority over normal day-to-day responsibilities, commensurate with their grade, skills and experience.

Fixed term
Loan
Secondment

To 31/03/2028

Flexible working, Full-time, Job share, Part-time

Birmingham, West Midlands (England), B2 4BH : London, London (region), E14 4PU : Liverpool, North West England, L3 1DS : Leeds, Yorkshire and the Humber, LS2 7UE : Idmiston, South West England, SP4 0JG

The position is primarily office-based with hybrid working options available. Travel to NHS England or UKHSA sites or other external training venues will be required to support programme delivery or meetings.

This role is being offered as hybrid working based at any of our Core HQ's (London, Leeds, Liverpool or Birmingham). The role can also be worked out of our Scientific Campus in Porton.

Our core HQ offices are modern and newly refurbished with excellent city centre transport links and benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC)

We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) working at our campus or hub.

482535

Executive Officer

Operational Delivery

1

Reserve List

If more than the required number of suitable candidates pass the interview criteria, you may be kept on a reserve list for 12 months subject to your agreement. You may be contacted, in merit-order, if similar roles with closely matching essential criteria become available and the department choose to appoint from a reserve list.

The panel will assess if candidates meet the requirement of the role first, using a specific benchmark system. If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available.

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