About the role

The Training Team Administrator is a key member of the Training Team, providing comprehensive administrative and operational support across public, corporate, and online training activities. The role is often the first point of contact for delegates, clients, trainers, and internal stakeholders, ensuring a professional, efficient, and welcoming experience at every stage of the training journey.

This role requires strong organisational skills, attention to detail, and a proactive, customer-focused approach, supporting the smooth delivery of training aligned with CIBSE’s mission to educate and empower the built environment profession.

What you will do

The Training Team Administrator will support the Training Team in all day-to-day activities, including but not limited to the following:

General Administration & Communication

• Act as the first point of contact for all incoming telephone calls, directing and responding to enquiries as appropriate.
• Monitor and action emails in the main Training inbox and On Demand inbox, ensuring timely and accurate responses.
• Action all training-related correspondence, escalating issues where necessary.
• Provide a high standard of customer service to delegates, trainers, and clients at all times.

Training Coordination & Support

• Book delegates onto training courses and ensure accurate course records.
• Support the Online Learning Coordinator by:
• • Granting delegates access to the LMS (e.g. Absorb) when requested.
  • Completing online booking forms and assisting with LMS-related administration.
• Assist the Corporate Training Coordinator, including:
• • Contacting clients.
  • Collating delegate information.
  • Adding delegates to relevant courses.
• Assist the Public Training Coordinator, including:
• • Booking delegates onto public courses.
  • Liaising with trainers to confirm course delivery.
  • Starting training courses via Microsoft Teams when required.
  • Supporting trainers and delegates during live training delivery.
  • Providing in-person support for face-to-face courses, including welcoming attendees and assisting with refreshments for breaks and lunch.

Systems, Records & Reporting

• Maintain accurate and up-to-date client and delegate records in internal systems (e.g. Salesforce or equivalent).
• Assist with the creation and management of training events within internal systems and on the website, where required.
• Ensure training details are communicated clearly and accurately to both clients and trainers.
• Support data accuracy, reporting, and general record-keeping for training activities.

Team & Business Support

• Assist the Training Team with daily operational tasks as required.
• Proactively support follow-up communications to potential delegates or clients following events, webinars, or feedback activities.
• Assist the Development Manager and wider team as and when required.
• Support training delivery activities and attend events or conferences where needed to assist with administration or cross-promotion of training.
• Contribute to the creation and maintenance of process documents, guidance notes, and “how-to” guides to support continuous improvement.

The above is not an exhaustive list of duties and you will be expected to perform other related tasks to meet the overall business objectives of the Institution.  

What you will need to be successful 

The Training Team Administrator will be an enthusiastic, organised, and reliable individual with a strong attention to detail and a positive, can-do attitude. You will enjoy working as part of a team, supporting others, and delivering a high-quality service aligned with CIBSE’s values.

Essential

• Minimum of 1 year’s experience in an administrative role.
• Strong customer service experience.
• Excellent time management and organisational skills.
• High level of attention to detail and accuracy.
• Strong problem-solving skills.
• Good understanding of written and spoken English.
• Confident user of Microsoft Office applications, including Outlook, Word, Excel, and Microsoft Teams.
• Ability to work flexibly, manage competing priorities, and support multiple stakeholders.

Desirable

• Experience using Salesforce or a similar CRM system.
• Understanding of Learning Management Systems (LMS) such as Absorb.
• Experience supporting training, education, or events.
• Strong teamwork skills and experience working within a collaborative environment.

What CIBSE offers you

• A supportive and friendly working environment.
• Starting at 25 days Annual Leave increasing to 27 days with length of service, plus Bank Holidays.
• Contributory Pension Scheme.
• Family Friendly Leave.
• Three paid volunteering days per year.
• Annual Travel Season Ticket Loan.
• Cycle to Work Scheme.
• Life Assurance.
• Private Medical Insurance.
• Cash Plan – cash back for routine healthcare treatments.
• Health and Wellbeing benefits, including Mental Health support, and access to a 24/7 GP service.
• Shopping portal, rewards programme, and gym discounts.
• Referral Scheme.
• Hybrid Working where people are ‘in the office more days than they are not’.
• The chance to be part of an evolving, changing and exciting organisation that genuinely does change the world. 

Application Process

To apply for this role, please include your CV and cover letter outlining how you feel you would be a great fit for the role.

Closing Date

The deadline for all applications is 17:00, Monday, 23 February 2026.

We reserve the right to close this advert early if we receive sufficient applications. If you think you are a great fit for this role, please submit your application at the earliest opportunity.

The Institution is an equal opportunities employer. The post-holder will be expected to adhere to and support the Institution’s commitment to diversity, equality and inclusion.