Crew Training Assistant

The Methodist Church in Britain; Gourock; On-site; GBP 26,000 - 34,000; Full time

Job summary

CalMac Ferries in Gourock is seeking a 12-month internal secondee to join the Fleet Management Training Division. You will coordinate crew training bookings, maintain training records, and support data migration and reporting.

The role emphasizes compliance monitoring, KPI reporting, and administrative support across the department, with a 38-hour week and emphasis on collaboration with the Training & Certification Officer and other partners.

Qualifications

• Strong IT skills including PowerBI, Microsoft Excel, Word and other reporting tools.
• Proactive and able to work independently or in a team.
• Excellent accuracy in handling training records and data.

Responsibilities

• Coordinate and process crew training course bookings.
• Maintain and update crew training and certification records within HR systems.
• Support the migration and accurate entry of training certification data.
• Monitor training compliance and highlight areas requiring attention.
• Produce reports and KPI information to support decision-making.
• Process call-back arrangements for crew attending training during periods off shift.
• Coordinate MES training during vessel overhauls.
• Work with the Technical Learning & Development Partner and Training & Certification Officer.
• Raise purchase orders and assist with departmental administration.
• Provide flexible administrative support across the department as required.

Skills

Organisational skills

Attention to detail

Data handling

PowerBI

Microsoft Excel

Word

Reporting

Communication

Relationship-building

Education

HND in Business Administration

Related discipline

Tools

PowerBI

Microsoft Excel

Microsoft Word

Job description

This 12-month internal secondment sits in the training division of CalMac Ferries' Fleet Management team and is open only to existing employees. The work centres on booking crew training courses, keeping training and certification records current in HR systems and monitoring compliance. It stands out for handling call-backs for crew training during off-shift periods, co-ordinating MES training during vessel overhauls and producing KPI reports, across a 38-hour week.

What the job involves

• Coordinate and process crew training course bookings
• Maintain and update crew training and certification records within HR systems
• Support the migration and accurate entry of training certification data
• Monitor training compliance and highlight areas requiring attention
• Produce reports and KPI information to support decision-making
• Process call-back arrangements for crew attending training during periods off shift
• Coordinate MES training during vessel overhauls
• Work with the Technical Learning & Development Partner and Training & Certification Officer
• Raise purchase orders and assist with departmental administration
• Provide flexible administrative support across the department as required

Skills & knowledge

• Strong organisational skills and excellent attention to detail
• Confidence working with data and managing information accurately
• Strong IT skills including PowerBI, Microsoft Excel, Word and other reporting tools
• Ability to analyse information and produce meaningful reports
• Excellent communication and relationship-building skills

Other

• Proactive approach, working independently and as part of a team
• Commitment to a high standard of customer service and support

Nice to have

• HND in Business Administration or a related discipline
• Previous experience in an administrative or support role
• Experience of analysing data and producing reports
• Business Analyst experience