PROGRAMME COORDINATOR

Location: Chichester – hybrid working with travel as required
Salary: Competitive, depending on experience
Hours: Full-time, Monday to Friday

ABOUT THE ROLE

We are looking for an organised and proactive Programme Coordinator to support the smooth planning and delivery of a range of training and employability programmes.

This is a coordination and administration role, working closely with managers, trainers, learners and external stakeholders. You will take responsibility for the practical and administrative side of programmes, making sure courses are ready to start, learners are properly onboarded, trainers have the information and resources they need, records are accurate and reporting and compliance requirements are met.

You will manage several programmes, deadlines and priorities at the same time, so strong organisation, attention to detail and confidence working with systems and data are essential.

In simple terms, you will be responsible for:

• Getting training programmes ready to start

• Coordinating venues, trainers, equipment and resources

• Managing learner administration and communications

• Monitoring learner attendance and referrals

• Maintaining accurate programme records and systems

• Producing reports and management information

• Supporting audits and compliance

• Identifying ways to improve processes and efficiency

KEY RESPONSIBILITIES

Programme Coordination & Planning

• Manage programme mobilisation checklists, actions and deadlines

• Monitor progress and escalate any issues or risks

• Coordinate programme schedules and resources

• Maintain training booking calendars and plans for upcoming delivery

• Book and manage training venues

• Arrange tools, plant and other equipment required for courses

• Manage equipment off-hire and returns when courses finish

• Complete and maintain logistics paperwork

• Coordinate with trainers and stakeholders to ensure programmes run smoothly

• Monitor and record learner attendance

• Ensure programmes are fully prepared and delivery-ready before they start

Learner Administration

• Coordinate learner communications throughout the onboarding process

• Prepare and manage joining instructions

• Maintain accurate learner information and records

• Support attendance confirmation and follow-up

• Help maximise course utilisation by ensuring learners are fully prepared to attend

Referral & Learner Pipeline

• Monitor learner referral pipelines

• Track conversion rates

• Support learner recruitment activity

• Produce referral reports

• Prepare forecasts and pipeline information for management

Systems, Data & Reporting

• Maintain programme administration systems and records

• Ensure information is accurate, complete and up to date

• Monitor data quality and integrity

• Produce management information reports and dashboards

• Prepare programme and performance information

• Identify opportunities to improve or automate administrative processes

Audit, Compliance & Reporting

• Support preparation for internal and external audits

• Check learner files and records for accuracy and compliance

• Maintain audit-ready documentation

• Prepare information required for contract monitoring

• Support performance and reporting requirements

• Ensure required information is available accurately and on time

Process Improvement

• Review existing administration processes and systems

• Identify opportunities to improve efficiency

• Implement agreed process improvements

• Support quality improvement initiatives

• Develop consistent and scalable administrative systems

• Promote best practice and innovation

• Support management in monitoring programme mobilisation and delivery readiness

THE PERSON

We are looking for someone who is highly organised, practical and confident managing multiple priorities.

You should enjoy working with people and systems and be comfortable taking ownership of tasks from start to finish.

Essential experience and skills

• Experience in a senior administration or coordination role

• Experience of programme or operational coordination

• Strong organisational and planning skills

• Excellent attention to detail

• Strong data and reporting skills

• Good IT and systems knowledge

• Ability to manage multiple deadlines and priorities

• Strong communication and stakeholder management skills

• A proactive approach to problem-solving

• Ability to work independently while also working closely with a wider team

Desirable experience

The following would be advantageous but are not essential:

• Experience within funded learning or training

• Experience using a CRM or Learner Management System

• Experience supporting audits or compliance processes

• Knowledge of DWP or Jobcentre Plus programmes

• Experience within the employability sector

• Experience working with commissioners or funded contracts

WHAT WE ARE LOOKING FOR

The ideal candidate will be someone who:

Organises
Keeps programmes, people, paperwork and deadlines on track.

Coordinates
Can bring together trainers, learners, venues, equipment and stakeholders.

Manages information
Is confident working with systems, data, reports and records.

Takes ownership
Spots problems, follows things through and escalates issues when required.

Improves processes
Looks for better and more efficient ways of working.

Communicates well
Can build effective working relationships with colleagues, learners, trainers and external stakeholders.

IMPORTANT TO NOTE

This is not a training delivery or teaching role.

The Programme Coordinator is responsible for the organisation, administration and operational coordination behind the training programmes, ensuring everything is in place for successful delivery.

SAFEGUARDING

The organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment.

EQUALITY, DIVERSITY & INCLUSION

The organisation is committed to equality of opportunity and creating an inclusive working and learning environment.