Training Coordinator in Ramsgate

We are looking for a highly organised and proactive Training Coordinator to join our Invicta Health Learning team, delivering statutory and mandatory training to GP practices across Kent and Medway. This is a fantastic opportunity for someone who enjoys coordinating activities, supporting others, and ensuring training programmes run smoothly and efficiently. You will play a key role in providing high-quality administrative and coordination support for our training services, working closely with external trainers and learners across GP practices in Kent and Medway.

About You

• Highly organised with excellent attention to detail
• Experienced in coordinating training, events, or administrative processes
• Able to manage competing priorities and work independently
• A strong communicator with excellent written and verbal skills
• Customer-focused, with a positive and proactive approach
• A team player who builds strong working relationships

We reserve the right to close this vacancy early if we receive sufficient applications for the role.

Main duties of the job

What You’ll Be Doing

• Coordinate training courses and workshops from start to finish
• Liaise with trainers, venues, and delegates to ensure smooth delivery
• Maintain and update our Learning Management System (IHLMS)
• Manage course bookings, waiting lists, cancellations, and attendance records
• Issue joining instructions and communicate key training information
• Collate feedback and evaluation data to support service improvement
• Maintain accurate records, databases, and training documentation
• Provide customer support via phone and email, resolving queries effectively
• Support reporting by gathering training data
• Assist with communications, including newsletters and course promotions
• Attend meetings and take minutes where required

About us

Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GP services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time. We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.

What perks can we offer you?

• Learning and Development opportunities
• Progression opportunities
• Competitive annual leave entitlement
• Incremental pay progression
• Approved blue light card provider
• Salary Sacrifice Schemes
• Car Lease Scheme
• Employee Assistance Programme

Job responsibilities

To provide administrative support with course and in-house training coordination including:

• Sourcing appropriate and cost-effective venues.
• Liaising with trainers to confirm training dates and requirements.
• Update the IHLMS with details of new courses and workshops.
• Ensure all workshop joining instructions are issued to delegates, trainers, and venues where appropriate.
• Update the IHLMS with confirmed attendance post training.
• Updating and maintaining course booking records.
• Ensure sign ups and cancellations are actioned accordingly.
• Monitor waiting lists, removing users from the waitlist as appropriate and raising concerns to the Training & Development Manager.
• Collate Feedback and Evaluation forms and ensure information is accurately recorded.
• Undertake maintenance on the Learning Management System, ensuring all course information and links are up to date and amend as required.
• Upload new e-learning and/or amend current provision as necessary.

Update and maintain records and databases to include:

• Practice lists and organisational frameworks via the IHLMS.
• Database of venues and amenities.
• Database of trainers and training requirements.

Provide customer support via telephone and email, regularly monitor the incoming emails, action and elevate issues as appropriate. Collate training information updates and send out newsletter and social media updates as directed by the Training Operations Manager. Send out global messages to users to promote courses. Assist the Training Team Manager with the collation of statistics and data for reporting. Support the HCA Training Lead with any required STEP course administration. As directed by the Training Operations Manager, attend meetings and take minutes.

General Duties

• To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships.
• To contribute to the development of services, including processes, templates and principles.
• To ensure that strict confidentiality is observed at all times, especially when dealing with personal information.
• To take part in any statutory and mandatory training or other training and development programmes as requested.
• Any other reasonable duties as directed by your line manager.

Person Specification

Personal Attributes

• Willingness to learn and adapt to change
• Open and honest
• Reflective and self-aware
• Completer / Finisher
• Highly customer focused

Key Skills

• Pro-active approach to problem solving
• Ability to use a variety of communication methods
• Works well as part of a team
• Autonomous plan of own workload
• Outstanding organisational and time management skills
• Ability to prioritise daily workload
• Excellent verbal and written communication skills
• Outstanding attention to detail

Qualifications

• GCSE English and Maths or equivalent
• Evidence of continuous development

Experience

• Experience of organising and coordinating training/events
• Knowledge of office management systems and procedures
• Experience of setting up and maintaining effective administrative filing systems
• Experience of working with Microsoft packages including Word, Excel and PowerPoint
• Previous experience in updating and managing a learning management system.
• Knowledge of the health sector and the statutory and mandatory training requirements

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.