Training Administrator at TrustFlight

Purpose of the Role

The Training Administrator provides support within the training department to ensure the seamless delivery of high-quality

administrative support across Redline Assured Security's training function. This role is central to maintaining Redline's

reputation for excellence, underpinning every stage of the training lifecycle -from initial course enquiry through to

certificate issuance and records archiving.

Operating within the National Safety & Security Academy in Doncaster, the role holder ensures that all administrative

processes meet the exacting standards required by ISO 9001, quality frameworks, and client expectations. By delivering

precise, proactive, and professional support, this role directly enables the Training team to focus on world-class

security training delivery.

Scope & Decision-Making Authority

• May independently manage day-to-day administrative tasks including course loading, delegate registration, travel and accommodation bookings, and records maintenance, Within established processes.

• Expected to operate autonomously in adhering to and improving current administrative processes without requiring routine managerial oversight.

• T&S expenditure must be pre-approved and aligned to client and budget requirements before commitment; any out-of-scope spend requires escalation to the Training Manager.

• Changes to core processes, documentation frameworks, or ISO 9001-related procedures require sign-off from the Training Manager.

• Any data handling or GDPR-related queries outside standard operating procedures must be escalated appropriately.

Key Relationships

Internal

• Training Manager - direct line management; regular reporting on course schedules, records, and administrative progress.

• Instructors - daily coordination on course logistics, travel, vehicle allocation, and pre/post-course paperwork.

• Head of Training - coordination on T&S cost approvals and budget compliance.

• Standards Manager -maintenance of staff training matrix and CV evidence folders.

External

• Clients - liaison regarding course dates, delegate attendance, and results.

• Accommodation & Travel Providers -booking and management of logistical requirements.

• Delegates / Learners -registration, communications, and certificate issuance.

• Overseas Partners and clients - coordination of international and ad hoc course administration and travel requirements.

Key Responsibilities

1. Deliver outstanding administrative support across all training activities, maintaining an industry-leading standard for all training deliverables and upholding Redline's reputation for excellence, quality, and continual improvement.

2. Manage course enquiries and bookings by responding promptly to all course enquiries and applications, updating course loading, and maintaining the reservations matrix with accuracy and timeliness.

3. Coordinate logistics including classroom bookings, projector and AV equipment reservations, vehicle allocations for trainers, delegate lunch and transport arrangements, and travel and accommodation bookings for both UK-based and overseas/ICAO/ad hoc programmes.

4. Process all pre- and post-course administration, including training attendance records, QA documentation,

5. exam and assessment paperwork, and the issuing of training certificates to delegates. 5. Maintain accurate training records and data, including CV evidence folders, staff training matrices, and CRM updates for prospective leads and opportunities, providing management reports as requested.

6. Ensure GDPR-compliant filing and archiving of all training documentation, maintaining a clear and consistent folder structure within the training administration area in SharePoint.

7. Support financial compliance by ensuring all training travel and subsistence costs are pre-approved and aligned to client and internal budget requirements prior to booking.

8. Uphold quality standards by ensuring all documentation and processes are followed in accordance with ISO 9001 and Redline's internal quality management procedures.

Key Metrics for Success

• All course bookings, registrations, and records are processed accurately and on time, with zero material errors reported in quarterly QA reviews.

• Training certificates are issued to delegates within agreed SLAs following course completion.

• SharePoint folder structure and training records are audit-ready at all times, evidenced through internal and external ISO 9001 audits.

• CRM data is kept current, with prospective leads and opportunities tracked and updated in line with team requirements.

• T&S bookings are completed within budget and with appropriate pre-approvals, with no unapproved spend incidents within the first 12 months.

AI & Digital Competency

Redline Assured Security is committed to embracing digital ways of working that drive efficiency, quality, and continual

improvement across all functions.AI Fluency Tier

Tier Profile Expectations

Tier 1- Uses AI-assisted

AI User tools in daily workflows

Confidently uses AI features in existing tools (e.g. copilots, smart search, assisted drafting).

Understands when AI output needs human review.

Completes AI User onboarding within 30 days.

Role-Specific AI & Digital Skills

• Use AI-assisted drafting tools to support the preparation of training correspondence, certificates, and

• delegate communications efficiently and accurately.

• Apply digital tools and automation features within Microsoft 365 (including SharePoint and Excel) to streamline

• records management, course tracking, and reporting workflows.

• leverage smart scheduling and booking tools to coordinate complex multi-delegate and overseas course

• logistics.

• Use AI-enhanced search and document management features to maintain and retrieve training records in

• compliance with GDPR and ISO 9001 requirements.

• AI awareness

AI Development & Growth

• Complete AI User onboarding programme within first 30 days of employment.

• Proactively explore Microsoft 365 Copilot and similar tools to identify efficiency gains within training

• administration workflows.

• Share useful digital tools or process improvements with the Training team on an ongoing basis.

Competencies & Behaviours

• Attention to Detail - Consistently produces accurate, high-quality work; identifies and corrects errors before

• they impact clients or colleagues.

• Delivery Focus - Meets commitments reliably; manages competing priorities effectively and escalates

• proactively when timelines are at risk.

• Collaboration - Works constructively as part of the Training team; promotes a positive, inclusive team culture

• and celebrates individual and collective success.

• Client & Stakeholder Focus - Maintains a professional, responsive approach to all client and delegate

• interactions, reflecting Redline's commitment to excellence and quality.

• Continuous Improvement - Demonstrates a desire to learn, develop new skills, and contribute to the

• ongoing improvement of training administrative processes.

• Integrity & Compliance - Handles sensitive data and financial processes with discretion and in full accordance

• with GDPR, ISO 9001, and company policy.

Department / Business Unit

Training

Direct Reports

Training Manager

Location

The National Safety & Security Academy (NSSA), Doncaster

Employment Type

Full-time/ Permanent

Working Arrangements

Working Hours

Full-time

Work Pattern

40 hours per week (8:30-17:30 Monday - Friday)

Travel Requirements

On-site at the National Safety & Security Academy, Doncaster

Special Conditions

The nature of Redline's work in security will require satisfactory background screening/ vetting in line with company

requirements

Required Qualifications & Experience

• Demonstrable experience in an administrative role, with a track record of managing multiple tasks and competing priorities effectively.

• Excellent IT skills, with proficiency in Microsoft Word and Excel

• Strong written and verbal communication skills, with the ability to liaise professionally with clients, delegates, and internal stakeholders.

• Exceptional attention to detail and a high standard of accuracy in all work.

• Experience managing business correspondence, filing, and organisational systems.

• Familiarity with GDPR requirements as they apply to records management and data handling.

• A highly motivated, self-starting approach with the ability to organise and manage personal workload with minimal supervision.

Desirable Skills & Experience

• A qualification in Business Administration Level 2 or equivalent.

• Experience working within a training, learning & development, or regulated environment.

• Familiarity with CRM systems

• Understanding of ISO 9001 quality management frameworks.

• Experience supporting international or overseas programme logistics.

• Knowledge of the aviation, security, or Critical National Infrastructure sector.

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