Job – Project Administrator – Climate And Carbon Literacy Training (Maternity Cover)

Job – Project Administrator – Climate and Carbon Literacy Training (Maternity Cover)
CAfS delivers the crucial Climate and Carbon Literacy training strand of the Zero Carbon Cumbria project. Carbon Literacy training, delivered by our team of expert contractor Climate Trainers, inspires the behaviour change needed to reduce greenhouse gas emissions. It increases knowledge, understanding, confidence and sense of agency by providing people, communities and organisations with the information, training, support, networks and tools they need to make positive changes. It enables informed decision making. Recipients feel empowered to make changes to their lives at home and at work, share their learning and driving positive environmental changes.
This is a really exciting opportunity to be part of a transformational shift in knowledge, attitudes and action on the climate crisis in the county.
Main purpose of role
To ensure the efficient and effective administration of our climate and carbon literacy training project.
To maintain and input into the data management systems and processes for the training.
To provide a professional, friendly and comprehensive administration support service to the climate training team.
To apply, please email your completed application form to us by
12 noon on Tuesday 26th November 2024.
Interviews will be held on Zoom on Tuesday 10th December. If you would be unavailable on this date, we will seek to arrange an alternative.
Key Tasks and Responsibilities:
Course Administration
First point of contact for all Carbon Literacy Training related enquiries, including the preparation and sending of training quotes, using existing templates.
Set up courses on the CAfS event booking system and Zoom (training will be given), manage attendance lists, share course details and resources with delegates, and liaise with client organisations and trainers.
Source suitable venues and caterers for in-person public courses.
Collate and record course data, including polls and feedback, and follow up on questions raised by delegates or trainers, with support from the Training Manager.
Work with the Training Manager to create feedback surveys.
Support delegates through post-course paperwork to help secure their Carbon Literacy certification, liaising with Climate Trainers and Training Manager.
Liaise with the Carbon Literacy Project to ensure adaptations to certification and training materials are up to date and approved.
Carry out and record routine updates to materials including copying slide updates across multiple slide sets, watermarking slides, as requested by the Training Manager and lead on collation and communication of course links to delegates.
Log project and check project-related invoices for authorisation by the Training Manager.
Liaise with Training Manager to ensure risk assessments for face-to-face delivery are kept up to date, and are updated for each venue.
Contractor Support
With the support of the Training Manager, ensure contractors complete the required paperwork, including signing contracts, reading policies and completing DBS checks. Track and action renewals.
Administer trainer accreditation paperwork and support the organisation of training sessions for trainers.
Communicate materials updates and course dates to Trainers and ensure all dates are booked with a trainer.
Create admin guidance for the Trainers, including the use of Zoom/MS Teams, with the support of the Training Manager.
Maintain and input into climate and Carbon Literacy training project systems and processes
Maintain data management systems which track bookings and course set up, assist in version control of training resources, enable effective budget management across all clients and grant funds, and capture and enable analysis of monitoring and evaluation data.
Follow and contribute to process flows for booking and course administration for client organisations, delegates and trainers.
Communicate standardised responses to common queries and use existing communication templates.
Ensure secure storage of personal data, ensuring CAfS/course privacy statements are communicated to delegates.
Wider project administration
Support the Training Manager with other project-related admin as required, such as arranging meetings, collating information for funding bids, finance reports, monitoring and evaluation, promotion, reporting or award applications.
Support the Training Manager with the induction of new members of the Carbon Literacy team.
Job Aide and Note Taker for Training Manager
Varied support to Training Manager which may include:
Condensing or highlighting sections of large documents for easy absorption.
Scheduling meetings and sending reminders about meetings or tasks.
Keeping a record of key project tasks and deadlines and communicating these to Training Manager.
Drafting emails and quotes, for approval by the Training Manager, using an existing template.
Redirecting and organising email and phone enquiries to minimise email flow to the Training Manager.
Essential skills
Meticulously reliable and organised, able to follow processes accurately and thoroughly, with full attention to detail.
Excellent time management and ability to proactively handle a wide range of tasks and prioritise these effectively.
Strong communication skills (over the phone, email and online), and ability to maintain friendly, clear and professional communication with all project contacts.
At least 1 year's experience in providing administrative support in a dynamic and demanding environment.
Proven ability to use a comprehensive range of IT software (especially Excel, Word, PowerPoint and Microsoft Outlook), ability to use shared documents e.g. SharePoint, and the willingness to train in additional IT skills as and when required.
Experience of using data management systems and Excel.
A good level of numeracy.
Highly motivated, with a proactive attitude, ability to use initiative and ability to work cooperatively as part of a small team.
Strong Excel skills, intermediate level with ability to use functions including IF formulae.
Experience of working with external contractors.
Experience of working in a geographically-dispersed team and using Microsoft Teams or similar to meet.
An understanding of the work of CAfS, the impact of climate change and available emission reduction solutions.
Understanding of and commitment to CAfS' aims, values and objectives.
The important stuff
LOCATION: Flexible working patterns with blended home, site and office (Penrith) work.
HOURS: 22.5 hours per week with flexibility to work across 3, 4 or 5 days.
START DATE AND DURATION: 8th January 2025, 15 month fixed term contract – maternity cover.
You'll love working at CAfS
Working at CAfS comes with great benefits. You'll be joining a friendly and supportive organisation, and your wellbeing and work:life balance are hugely important to us. As well as flexibility around your working hours and location, you'll have 22 days of paid annual leave pro rata, plus bank/public holidays. We pay an employer pension contribution of 6% from day one of employment.
What a job at CAfS offers you…
The opportunity to be on the frontline driving action on climate change as part of a respected organisation that is making a difference.
Collaboration with dedicated colleagues, communities, local authorities and other organisations who are striving towards the same goal.
A dynamic working environment in which we continually innovate to achieve the best outcomes for employees, communities and planet.
A consultative working culture where staff are encouraged to contribute to new developments.
Our work culture and benefits…
We are a friendly and supportive team of colleagues and board of trustees.
We are committed to equality, diversity and inclusion in all that we do.
We will provide the equipment you need to do your job.
Employee wellbeing is very important to us. We do what we can to help colleagues achieve a great work/life balance.
We have a flexible working policy and we use it. Most staff work part-time so we are accustomed to managing different work patterns. Staff can also work at home where possible.
We invest in learning and development and encourage people to develop their skills and commit time and resources to development.
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