PUBLICATIONS, TRAINING & ADMINISTRATION CO-ORDINATOR in Banbury

The BVAA Publications, Training & Administration Co-ordinator provides comprehensive administrative support to the BVAA Management team, alongside responsibility for the coordination of BVAA training courses and the production, commercial management of BVAA publications, including Valveuser magazine and associated digital platforms. The role is central to the smooth operation of BVAA activities, combining office administration, training course delivery support and communications/publications coordination, ensuring a consistently professional experience for members, delegates, advertisers and industry partners.

Reporting route: Publications, Training & Administration Co-ordinator → General Manager → BVAA CEO.

Person specification

• Have excellent written and verbal communication skills.
• Demonstrate strong interpersonal skills and confidence dealing with members, advertisers, delegates, lecturers and suppliers.
• Have proven experience in general office administration, with the ability to manage multiple workstreams simultaneously.
• Have strong IT skills, including Microsoft Office packages, database systems and content management systems (CMS).
• Possess strong organisational, project-management and time-management skills.
• Have excellent attention to detail, particularly in relation to publications, advertising, training records and certificates.
• Be self-motivated, proactive and comfortable working both independently and as part of a small team.
• Have an interest or experience in publications, marketing, digital media or communications.

Minimum qualification: ‘A’ level standard. Secretarial, administrative or communications qualifications where appropriate. Due consideration will be given to relevant skills and previous experience.

Typical work activities

• Publications and advertising coordination
  • Coordinating the production of and/or building in a CMS system, Valveuser magazine, in digital and print formats, working with external designers, printers and mailing houses.
  • Managing editorial schedules, advertising bookings and content deadlines.
  • Encouraging and coordinating editorial submissions from members and industry contributors.
  • Building/compiling, proof-reading and checking content, images and adverts to ensure accuracy and compliance with our Media Guide, ensuring CEO/Editor sign-off and arranging rounds of author approvals.
  • Making and managing advertising sales for print and digital publications, including liaison with advertisers and invoicing support.
  • Maintaining, uploading and updating the Valveuser.com website content, including articles, magazine issues, and the associated Media Guide.
  • Managing and maintaining the content of subscriber and circulation databases, including email distribution via Mailchimp or similar platforms.
  • Production of the BVAA Annual Review and supporting associated approvals, revisions, etc.
  • Liaising with exhibition partners and media partners regarding publication distribution.
• Training course coordination and administration
  • Acting as the primary administrative contact for all BVAA training courses.
  • Managing course bookings, registrations, enquiries and delegate communications.
  • Maintaining accurate training databases, attendance records and course documentation.
  • Coordinating online training courses, including delegate access and liaison with presenters.
  • Supporting courses held at BVAA HQ or external venues, including preparation of delegate lists and materials.
  • Booking lecturers, confirming course requirements and arranging travel and accommodation.
  • Preparing, producing and printing course materials and delegate packs.
  • Issuing certificates and maintaining accurate certification records.
  • Managing post-course administration, feedback and record updates.
  • Ensuring compliance with BVAA procedures and data protection requirements.
• General administrative support
  • Answering and directing telephone calls and emails.
  • Preparing correspondence, reports, forms and general documentation.
  • Photocopying, scanning and maintaining electronic and paper-based filing systems.
  • Maintaining and updating member, subscriber and mailing databases.
  • Providing day-to-day administrative support to the CEO, staff, committees and BVAA members.
  • Liaising effectively with members, suppliers, service providers and industry stakeholders.
  • Supporting other BVAA activities as required.

This combined role plays a key part in the efficient running of BVAA administration, delivery of training courses and production of high-quality publications, supporting member engagement, professional development and the wider promotion of the valve and actuator industry.