P/Time Learning Administrator – £15.32ph plus hol pay - Hybrid role

  • Job Reference: 00000238-1
  • Date Posted: 12 October 2021
  • Recruiter: Gray & Associates
  • Location: London
  • Salary: £15.32 Per Hour
  • Sector: Higher Education & Charity
  • Job Type: Temporary
  • Contact: Leanne Sangster
  • Email: recruitment@grayagency.com

Job Description

P/Time Learning Administrator – £15.32ph plus hol pay - Hybrid role

Four days per week - two days remote, two days office based

Start: 25/10/2021

End: 17/12/2021 initially


We are recruiting for an experienced Learning Administrator to join one of London’s leading Universities. You MUST have strong Excel skills in order to be considered for this post (you will complete a test at interview stage)



The role holder will support invoicing and contracts administration.  The role holder will coordinate the on- and off-boarding administration of team members in the Organisational Development team and will ensure staff records are up to date.  The role holder will be the first point of contact for data reporting requests and will support the delivery of termly and annual Learning and Development reports and dashboards. The role holder will support the administration and first-line enquiry handling of established career support programmes.



Administration and reporting

  • Provide support to the Learning and Development team for data gathering projects and survey implementation
  • Maintain the Learning and Development Course Management Tracker and liaise with the learning experience team for updating key data points in support of dashboard and financial reporting deadlines
  • Update Contracts Register and ensure supporting information on delivery partners and contracts are recorded and filed securely
  • Maintain filing structure of the team’s shared drive to ensure key documents are easy to find
  • Support the timely administration of interdepartmental journals and follow up on invoice processing in line with financial deadlines
  • Administer monthly expenses and transactions for learning and development team
  • Support audits as required.
  • Coordinate the on/off-boarding administration of team members in liaison with other departments
  • Run regular reports as required from learning management systems to support management information requests, such as course subscription rates, evaluation summaries and attendance logs
  • Coordinate baseline data requests from other departments in accordance with reporting schedule, e.g., HR Services and Student Registry Services
  • Support the administration and expense handling of career support programmes

Service excellence

  • Proactively seek opportunities to provide higher quality customer service individually and across the team
  • Organise stakeholder and team meetings, arrange logistics and record action logs as required
  • Support purchase order and invoice handling for the team on a timely basis
  • Work with the learning and development team to identify opportunities for clearer signposting and Frequently Asked Questions on our learning webpages and delivery partner resource hub.
  • Support the design of standard communications templates for the learning and development team’s mailboxes
  • Provide first-line responses to data reporting requests and support the monitoring of the data reporting schedule to assist in meeting required deadlines
  • Support the learning governance team in streamlining the administration of new delivery partners and the offboarding of delivery partners who are no longer being contracted with
  • Update and improve the on/off-boarding administration of team members, preparing user-friendly guidance material for line managers and staff members, monitoring compliance and probation periods as well as equipment purchases
  • Support the learning governance team in improving the communications, guidance material and applications forms for our career support programmes



  • Experience of processing and reporting data from a range of different sources adopting clear methodologies to achieve desired results
  • A proven track record of providing high quality administrative support
  • Experience of maintaining learning management systems
  • Experience of working within the Higher Education sector
  • Experience in being an active member of a high-performing team in a fast-paced operational and collaborative environment
  • Experience of administering talent/HR programmes, liaising with staff and line management in the processing of applications
  • Experience in procurement and monitoring budgets including processing expense claims, requisitions, purchase orders and invoices
  • Excellent written communication and interpersonal skills
  • Excellent organisational skills, a methodical and accurate approach to work, and attention to detail
  • Proven ability to support projects and meet required deadlines by working collaboratively
  • Intermediate to advance level in Microsoft Office applications (in particular Excel, which will be tested at interview stage)
  • Commitment to excellence in service delivery
  • Actively pursuing own personal and professional development
  • Enjoys learning and adopting new technologies and approaches for optimising processes and improving efficiency
  • Attentive to detail and accurate with numbers


Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.