Training/HR Co-ordinator

VVB Engineering; Chelmsford; On-site; GBP 28,000 - 34,000; Full time

Job summary

VVB Engineering is seeking a Training Coordinator to provide HR and training administration support, coordinating training activities, maintaining records and ensuring competency requirements are met across projects. You will liaise with HR, project teams and external providers, arrange bookings, track certs and assist with onboarding and pre-employment medicals for specific projects.

A flexible, detail-oriented approach and strong MS Office skills are essential to deliver timely, cost-effective

Qualifications

• Strong administrative experience and attention to detail.
• Proficient in MS Office and data entry.
• Ability to manage deadlines and maintain accuracy.
• Experience in HR administration or office environment.

Responsibilities

• Act as the main point of contact for training administration.
• Coordinate training requirements to maintain competencies and compliance.
• Manage Cascade/SAP training bookings and records.
• Arrange pre-employment medicals and Sentinel coordination.
• Maintain training schedules, trackers and reports.

Skills

Administrative processes

Accuracy & deadlines

MS Office proficiency

Driving licence

Flexible, can-do attitude

Methodical working style

Attention to detail

Work under pressure

Teamwork

Professional representation

HR admin experience

Construction environment

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

The Training Coordinator provides both HR and training administration support to the Human Resources team, with a key focus on coordinating, managing and maintaining training activity in line with project, role and business competency requirements.

The role is responsible for supporting the effective management of key competencies across the business by reviewing training needs against competency matrices, arranging relevant training bookings, maintaining accurate Cascade training records, and ensuring employees have the required training, certification and evidence recorded to support project mobilisation and ongoing compliance.

Working closely with the HR team, project teams, managers and external training providers, the role will coordinate training requests, make bookings, manage associated administration, raise requisitions where required, and build effective working relationships with training suppliers to support timely, cost-effective and compliant training delivery. The role will also support project onboarding requirements, including arranging pre-employment medicals for employees and candidates where required by specific projects.

Responsibilities

• Act as the main focal point for training administration matters, providing a professional, efficient and responsive service to employees, managers, project teams and the wider HR function.
• Coordinate and manage training requirements in line with role, project and business competency matrices, ensuring employees are booked onto the correct courses to maintain required competencies and compliance.
• Monitor competency requirements and training gaps, escalating risks or overdue training to the relevant manager, HR contact or project stakeholder where required.
• Manage training bookings via Cascade, from request through to completion, including confirming course details, dates, venues, joining instructions, delegates, costs and attendance records.
• Maintain Cascade training records accurately and continuously, ensuring all training bookings, attendance, certificates, expiry dates and competency evidence are recorded and updated in a timely manner.
• Support the integrity of Cascade data by regularly reviewing training records, identifying missing information, correcting inaccuracies and following up on outstanding documentation or certificates.
• Make training arrangements with approved external providers and develop effective supplier relationships to support quality training delivery, competitive pricing, availability and responsive service levels.
• Source suitable training providers where required, obtain course information and quotations, and liaise with managers to confirm the most appropriate training solution.
• Raise training requisitions and purchase requests on SAP, tracking approvals and ensuring bookings are progressed in line with internal processes.
• Manage SAP training administration activity, including raising purchase requisitions and purchase orders, checking approvals, processing Goods Received Notes (GRNs), tracking supplier confirmations and ensuring training expenditure is accurately recorded against the correct project, department, cost centre and training requirement.
• Coordinate project-specific training and mobilisation requirements, working with project teams to ensure employees have the necessary competencies before attending site or commencing project duties.
• Book pre-employment medicals for employees and candidates where required for specific projects, ensuring appointments are arranged promptly and relevant outcomes are recorded or communicated in line with process.
• Undertake Sentinel (Rail Accreditation) Coordinator responsibilities for VVB-sponsored employees, ensuring personnel working on or on behalf of VVB on the rail network have valid Sentinel cards, current competencies, appropriate training, medicals and Drug & Alcohol records in place before accessing trackside or safety-critical activities.
• Maintain and update Sentinel records, including sponsorship information, Sentinel numbers, Personal Track Safety certification, Track Access Permits where applicable, medical assessments, Drug & Alcohol test outcomes, competency records, expiry dates and supporting evidence.
• Coordinate Sentinel onboarding activity for new starters and sponsored individuals, including issuing and obtaining signed sponsorship documentation, arranging required medicals and Drug & Alcohol testing, confirming training requirements and ensuring Sentinel access arrangements are completed before mobilisation.
• Act as a point of contact for Sentinel-related queries from employees, managers, operational teams, project stakeholders, training providers, medical providers and external parties, ensuring information is accurate, consistent and managed in accordance with Sentinel Scheme and Network Rail requirements.
• Support periodic Sentinel audits, RISQS audit preparation and internal compliance checks by maintaining audit-ready records, collating evidence, checking role appointments and deputy arrangements, validating sponsorship and competency records, and ensuring required documentation is available, accurate and up to date.
• Monitor Sentinel and rail compliance actions, including annual capability assessments, English communication assessments where required, signed role acknowledgements, deputy appointment evidence, expiry reports and any corrective actions arising from audits or internal reviews.
• Maintain clear audit trails for Sentinel and training compliance activity, including records of bookings, certifications, approvals, sponsorship forms, medicals, Drug & Alcohol checks, audit evidence, follow-up actions and communications with relevant stakeholders.
• Prepare and maintain training schedules, trackers and reports to support visibility of training activity, competency compliance, upcoming expiries and outstanding actions.

Requirements

• Good understanding of administrative processes and best practices
• Ability to work at a high level of accuracy and deadlines
• Advanced Microsoft Office skills, including Word, Excel/spreadsheets, PowerPoint and Outlook.
• Valid UK Driving License
• Flexible, ‘can do’ attitude in a fast-paced environment.
• Methodical style of working
• Good attention to detail
• Ability to work under pressure whilst maintaining high-quality work
• Work within a team
• Ability to represent the company professionally
• Able to work flexibly to meet the HR team deadlines, specifically in relation to projects
• Some experience in a human resources administrative capacity OR has worked in an administration environment and looking for a career change into HR
• Desire and commitment to work within the construction environment and as part of a team