Learning and Development Administrator (1 Year FTC) in City of London

Job Description

• POST: Learning and Development Administration
• REPORTS TO: Learning and Development Manager
• DEPARTMENT: Learning and Development
• ROLE DEFINITION

The Learning and Development Administrator will provide comprehensive administrative and data support to the Learning and Development team, ensuring employee training, qualification and competency records are accurate and maintained in line with Company and industry requirements.

A key focus of the role will be verifying employee competence requirements against existing records, obtaining outstanding or updated qualification and competency documentation, monitoring expiry dates and ensuring records for new starters and existing employees remain accurate and up to date.

The role will also provide day-to-day administrative support for training activities, learning systems and the wider Learning and Development function.

KEY RESPONSIBILITIES

• Training, Qualification & Competency Records
• Maintain accurate and up-to-date employee training, qualification, and competency records across the Company.
• Verify employee qualification and competency requirements against existing records, identifying missing, incomplete, or expired documentation.
• Obtain copies of outstanding or renewed qualifications, certificates and competency records from employees, managers, and other relevant stakeholders.
• Check qualification and competency documentation received to ensure records are complete and relevant information, including qualification and expiry dates, is accurately recorded.
• Monitor qualification, certification, and competency expiry dates, proactively contacting employees and managers to obtain updated documentation or highlight upcoming renewal requirements.
• Carry out regular checks of existing employee records to identify gaps and ensure training and competency information remains accurate and up to date.
• Escalate outstanding, expired, or non-compliant training and competency requirements to the Learning and Development Team and stakeholders where appropriate.
• Learning Systems & Data Administration
• Assist with the day-to-day administration of the Learning Management System, ensuring employee information, training records and course completions are accurately maintained.
• Update the Company training matrix to reflect completed training, qualifications, competency records, and renewal dates.
• Monitor mandatory training completion and refresher requirements, following up with employees where training remains outstanding or requires renewal.
• Carry out regular data checks to identify missing, duplicate, or inaccurate information and correct records where appropriate.
• Maintain L&D documentation and records to an accurate and audit-ready standard.
• New Starters and Mandatory Training
• Support the onboarding process by ensuring new starters are enrolled onto required mandatory training.
• Obtain and record relevant qualification and competency documentation for new starters, ensuring information is accurately recorded and maintained within the Company's systems.
• Monitor completion of mandatory training and follow up with new starters where requirements remain outstanding.
• Escalate any outstanding training, qualification or competency requirements that may impact an employee's ability to undertake their role.
• General L&D Administration
• Monitor the Learning and Development inbox, responding to routine enquiries and directing or escalating queries to the appropriate member of the team.
• Liaise with employees, managers, and external training providers to obtain training information.
• Record training attendance and completion accurately following training activities.
• Support the preparation and collation of documentation required for internal and external audits, including ISO-related training records.
• Provide general administrative support to the Learning and Development Manager and Coordinator as required.
• Assist with the preparation of routine L&D reports and data.
• Provide general administrative support to the Learning and Development Manager and Coordinator as required.
• Support wider L&D projects, system improvements and continuous improvement activities as required.

PERSON SPECIFICATION

Desirable

• A-level qualified or equivalent
• Previous administrative experience within a fast-paced working environment
• Strong attention to detail and a high level of accuracy when entering and maintaining data
• Proficient in Microsoft Office 365
• Good written and verbal communication skills
• Ability to maintain confidentiality when handling employee information
• Ability to work collaboratively and build effective working relationships
• Previous experience within Learning & Development, training, or similar administrative function
• Experience maintaining databases, employee records, or other data management systems

This job description is intended to describe the general nature and level of work being performed.

It is not intended to be an exhaustive list of all responsibilities, duties, and skills required.

Management reserves the right to assign or reassign duties and responsibilities.

OUR VALUES

• Embody boldness and ambition to exceed goals by setting high personal and professional standards.
• Act with courage , voicing ideas or concerns with confidence while remaining resilient in the face of challenges.
• Foster empowerment by creating an environment where everyone feels capable, trusted, and supported.
• Promote innovation by sharing fresh ideas and new methods to drive continuous improvement.
• Champion a culture of togetherness and inclusion by acting with mutual respect and integrity.