Training Operations and Records Assistant

5 hours ago

Makati City, National Capital Region, Philippines 8bcf5fc9-abde-4e77-8547-f5a25228e742 Full time ₱250,000 - ₱400,000 per year

Main Duties and Responsibilities

I. Training Operations Support

  • Assist Training Associates in carrying out training cycle tasks (pre, during, post) such as but not limited to the following:

  • Monitors participants' attendance providing support to both resource person and participants during classes.

  • Assists in venue preparations during onsite graduation events and document preparations.
  • Handles all of the Center's catering assignments/requirements for on campus training classes on a weekly basis.
  • Assists the Group Head in the preparation of evaluation summaries for sending to Resource Persons and Management Committee.
  • Submits copies of the class pictures to Sales and Marketing Group on a weekly basis.

II. Records and Documentation Operations (RDO) Support

  • Assists in recording, maintaining, and updating all participants' records/profiles in student databases and stockrooms.
  • Processes requests for records and other information-related inquiries from participants according to CCE procedures, standards, and deadlines.
  • Initiates correspondences/memos and forms pertaining to processing of documents (e.g., diplomas, grade certificates and certificate of completion).
  • Assists in coordinating the schedule of document release with internal and external stakeholders (e.g., Sales Executives, Training Officers, participants and client HR coordinators).
  • Prepares certificates of attendance/completion and diplomas.
  • Distributes signed diplomas, grade certificates, and certificates of completion.

III. Administrative Support

  • Attends to participants' inquiries and directs them to the person/department concerned (via email and phone calls).
  • Maintains orderliness and cleanliness of the department.
  • Coordinates with Training Associates and Officers in the completion of the department's monitoring sheet and on the submission of post course requirements (e.g., training actual expense report and evaluation summaries).
  • Attends process improvement discussions related to records and department operations.

IV. Performs other work-related tasks as may be required by the Immediate Supervisor and/or authorized representative.

Minimum Qualifications

Knowledge, Skills and Abilities

  • Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others.
  • Records Management: Ability to apply and adapt records management standards and best practice effectively in the organization's context; keen attention to details; Knowledge of data privacy laws.
  • Communications and Interpersonal Skills: Ability to express thoughts clearly, accurately and succinctly in verbal and in writing to different audiences; Ability to relate well with others and to maintain relations with cordiality and diplomacy.
  • Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; Keen to details.
  • Customer and Service Oriented: Actively looks for ways to help and relate well with clients and partners—pleasing, warm, patient and respectful in dealing with people.
  • Technology Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; comfortable with exploring new technologies.

Education and Experience Requirements

  • Bachelor's degree
  • At least 2 years relevant work experience

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