L3 Business Admin Apprentice F/H

Company

Alcatel Submarine Networks, a Nokia company, stands as an industry leader with over 800,000 km of optical submarine systems globally – that’s nearly 20 times the Earth’s circumference.

We cater to a wide range of needs: from traditional telecom applications and webscale service provider infrastructures to offshore oil and gas projects.

Post description

To support the delivery of the ASN Training and Development Strategy by providing timely and accurate administration and organisational skills. This role is to support and co-ordinate the promotion and delivery of the programme of activities as set out the T&D Strategy

The following are the main accountabilities for the job. Other duties, commensurate with the job, may also be assigned from time to time.

The role will require to understand relevant processes associated with the delivery of a programme of Training and development i.e., promotion, recording of attendance to training, collation of evaluation data & reporting, raising of purchase orders, etc. and any other duty as required.

Event Support

Taking responsibility as co-ordinator for managing a variety of discrete projects/events/programmes as required to support a busy portfolio and schedule throughout the year.

Effectively planning and managing the support requirements for the above, whilst liaising with colleagues to ensure there are always suitable levels of office cover and that there is always an awareness of colleague’s commitments.

Working closely with Head of Training, Lead, Site Trainers and Departmental trainers to provide appropriate operational support to the central programme of events and current interventions being managed by each portfolio. This will include but is not restricted to.

• Making room and refreshment bookings
• Drafting and sending relevant email communications to participants
• Setting up meetings of all types, producing agendas and acting as note taker were required.
• Ensuring appropriate delivery resources are in stock for use at events/T&D interventions, including printing of handouts.
• Setting up rooms and ensuring external facilitators are adequately supported in advance of and on the day of delivery.
• Ensuring the calendar of events kept up to date with details of rooms, and any additional information to assist with responding to queries and understanding of the wider team movements and commitments.

Finance

·         Monitoring data to provide information to the Head of Training drafting basic reports to inform planning and raising of purchase orders.

Administration

• Acting as first point of contact of daily queries coming into the T&D team and working with the team and other teams to respond or effectively redirect queries.
• Responsible for the effective monitoring of course bookings and/or expressions of interest and subsequent allocation and confirmation of places for events/programmes
• In liaison with the T&D team and Central communications create and promote effective internal marketing communications for T&D provisions, writing appropriate materials for promotion of development interventions including news articles, web content, blogs and posters or other visuals.
• Utilising SharePoint to undertake maintenance of the T&D webpages, making regular updates, and ensuring content is up to date.
• Proactively input to the review of administrative processes, identifying areas for improvement, and actively engaging with new processes set in place.
• Responsibility for accurate recording of staff involvement in development opportunities interrogating data to input to or create relevant reports as requested.
• Actively contribute ideas and assist in planning and execution of a variety of identified events throughout the T&D calendar, such as Staff Induction
• Engaging with external facilitators to ensure everything is in place for them and that they are provided with relevant facilitation packs/information.

General

·         Maintaining an overview of the T&D calendar of events, highlighting any potential workload pinch points, inputting proposed solutions to any issues, and having sufficient knowledge of colleague’s areas of work to respond to queries as required.

Wanted profil

Experience / Knowledge
Experience and knowledge of using MS Office

Skills/Abilities 
Good IT Skills
Highly organised and able to manage several projects at once, whist maintaining an oversight of and reacting to changing daily priorities
Ability to accurately input manage interrogate and analyse data to provide management information 
Excellent written communication skills with the ability to produce accurate, clear, concise, and effective documents for a range of audiences
The ability to draft appropriate marketing materials for a variety of media
An understanding and appreciation of dealing with confidentiality and sensitive information
Excellent interpersonal skills with the ability to communicate appropriately at all levels within the organisation via email, telephone and in person
The ability to work to conflicting deadlines and prioritise workloads of self and others
Ability to make reasoned decisions based on knowledge, experience or gaining advice or guidance where necessary

Skills/Abilities 
A willingness and enthusiasm for learning new and enhancing existing skills 

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