About Us
From our Head Office in Cardiff, Learna is an established leader in flexible, online postgraduate qualification programs for healthcare professionals across the world from post-graduates through to specialists, doctors, surgeons and consultants. We currently have a portfolio of over 40 specialised courses aligned with medical industry requirements and trends, empowering our graduates to enhance their specialisms and positively influence high quality patient care. We are on an exciting and ambitious journey of growth as we are developing new learning programmes and courses in line with medical advancement. Led by an experienced management and medical team, Learna has proven capabilities in programme innovation and delivery thereby creating globally accessible education opportunities which enable medical professionals to reach their full potential.
About the Role
The Office and People Support Manager is a multifaceted role that combines office facilities, people engagement and administration and supporting a range of general administrative duties across all functions of the business. This position is key to supporting both our Learna colleagues, senior managers and our tutors through various departmental workstreams. This role serves as a key communication bridge between senior leaders with various tasks and projects ensuring support for our colleagues throughout the office is achieved alongside essential assistance for tutors and students.

Office Facilities:

• Main Contact: to be the first point of contact with various contractors, visitor and other neighbouring entities, providing information, addressing concerns and/ or directing them to relevant colleagues as necessary
• Office Health & Safety: to ensure Learna adheres to fire safety protocols such as conducting routine tests, coordinating emergency evacuation procedures, promoting a safe and secure work environment. Keep track of valid Public Liability Insurance, PAT testing, fire risk assessments and other required documentation, ensuring they are up to date and compliant with regulatory requirements.
• Office Procurement: to ensure our staff refreshment and office facilities are checked and stocked daily in terms of beverages, stationery, consumables, furniture, and other office supplies within the allocated budget.
• Office Management: ensure the general maintenance, cleanliness and overall health and safety standards of the office environment are at the highest of standards.
• Office keys: manage the safe keeping, allocation and collection of office keys ensuring security protocols are followed.

People Wellbeing and Engagement:

• Using effective regular communication approaches through a variety of creative and engaging media, to ensure our colleagues remain fully informed of all news, updates and announcements regarding Learna. Eg: Colleague Newsletter
• Arrange and coordinate key organisation events, for example, Learna’s colleague Christmas away-day & party; Summer BBQ; family park day etc
• Arrange and coordinate charity events, for example: Children in Need; support an annually nominated charity.
• Organise an annual calendar of engagement initiatives ensuring a range of activities to encourage everyone to feel included, eg: quizzes, book club, colleague bake-off, sport events, shopping trips, theatre trips, departmental challenges, job swaps etc

People Administration:

• Maintain the People Handbook to make sure it is updated in line with legislative changes and to arrange the communication of the handbook to our wider colleagues.
• Assist with queries from both external contacts as well as our colleagues; undertake routine correspondence regarding people queries, processes and procedures.
• Maintain the HR database (Breathe) ensuring that staff records are kept up-to-date and regular audits of the accuracy of information are undertaken as required, rectifying any minor discrepancies wherever possible.
• Assist with the accurate information for payroll and provide such information to the Head of Finance in time for the monthly payroll run.
• To undertake recruitment administration including placing vacancy advertisements across various social media platforms; to collate and manage responses, prepare a list of candidates for the recruiting manager, prepare & arrange interviews, facilitate the candidates on their interview day and to process post-interview responses.
• Prepare and send out offers of employment, contracts of employment and new starter forms; liaise with the finance department as well as the new line manager to ensure the full recruitment process is professionally and efficiently finalised.
• To administrate the appointment of new colleagues and to guide them through the new-starter process. Plan and undertake new-starter inductions.
• To undertake the administration for leavers; checking details such as annual leave, clarifying queries, preparing written acknowledgements, arranging exit interviews, updating Breathe, liaising with the line manager and with payroll.
• Accurately record staff absence, bringing to the attention of the relevant manager any cases where absence exceeds acceptable levels or is a cause for concern.

Supping work across departments could include:

• Medical Education Team - Supporting student scholarships and associated administration.
• Customer Care and Communication - Providing administrative support by taking ownership of the GOAL and the Merck Foundation admission processes as well as other future Supporting Foundations.

Key Skills, Behaviours, Competency and Experience Required:

• Communication Skills: liaising with colleagues, existing, new and potential Tutors, Programme Directors and other key stakeholders.
• Organisational Skills: ability to manage resources, schedules, and administrative tasks efficiently.
• Problem-Solving: capacity to identify issues, analyse problems, and develop effective solutions to improve services.
• Interpersonal Skills: build positive relationships with colleagues, Programme Directors, Tutors and external partners to foster a supportive learning environment;
• Familiarity with relevant digital platforms and software for effective onboarding design and delivery, assessment, and the associated administrative tasks.
• Flexibility to adapt to changing educational trends, policies, Programme Directors and Tutor needs, and to innovate induction practices accordingly.
• Awareness of cultural diversity and the ability to promote inclusivity and equity in induction and onboarding practices;
• Willingness to collaborate with colleagues, academic departments, and external stakeholders to enhance induction and onboarding services.

Please refer the Job description for details