Booking & Schedule Management

• Coordinate all expert bookings using Dante and other internal systems.
• Keep bookings, cancellations, sickness, cover arrangements and availability accurate and up to date in real time.
• Look ahead at bookings at least 4–6 weeks in advance so every session stays fully covered.
• Arrange suitable cover when sickness, cancellations or last-minute changes come up.
• Get in touch with experts before delivery to confirm attendance and share any final details.
• Work with the Contract Administration Team on future delivery requirements.
• Make sure any booking changes are shared promptly with experts, trainers, customers and colleagues.
• Keep an eye on booking trends and suggest ways to improve how we plan.

Systems, Data & Operational Reporting

• Keep accurate records across our Learning Management Systems (LMS) and other internal systems.
• Make sure expert compliance is accurate and up to date.
• Produce reports in Microsoft Excel covering bookings, expert utilisation, cancellations and workforce capacity.
• Review booking trends and help identify future recruitment needs.

Recruitment & Onboarding

• Coordinate recruitment activity for new experts via our ATS.
• Manage our recruitment workflow process from Meet & Greets, interviews and onboarding stages.
• Coordinate Train the Trainer bookings and progression activities.
• Support and encourage experts through their onboarding journey.
• Signpost and support experts with Access to Work applications.

Safeguarding & Wellbeing

• Help create a positive, inclusive and supportive culture for all our experts. UTS are Disability Confident Employers.
• Be a friendly first point of contact for expert wellbeing concerns.
• Recognise, record and escalate safeguarding concerns in line with the UTS Safeguarding Policy.
• Keep accurate safeguarding records and follow up on actions.
• Coordinate safeguarding and wellbeing CPD activities for experts.
• Signpost experts to helpful internal and external support services when needed.

Communication & Stakeholder Relationships

• Build great working relationships with experts, trainers, customers and internal teams.
• Respond promptly, warmly and professionally to emails and telephone enquiries.
• Keep experts regularly updated about bookings, diary changes and anything else they need to know.
• Work collaboratively across departments to support successful programme delivery.
• Deliver a consistently high standard of customer service.

Essential Experience

• Experience in a coordination, scheduling or operations role.
• Understanding of the experiences of people with a learning disability and people who are autistic.
• Understanding safeguarding principles.
• Experience managing multiple diaries, bookings or workforce schedules.
• Experience working in a busy, fast-moving environment.
• Experience providing excellent customer service.
• Experience handling confidential information.

Essential Knowledge & Skills

• Excellent organisational and planning skills.
• Great attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Comfortable using Microsoft Office 365.
• Experience using Learning Management Systems (LMS), CRM systems or scheduling software.
• Good judgement, with strong problem-solving skills.
• Able to prioritise a varied workload with competing demands.
• Able to work independently and as part of a team.

Desirable

• Knowledge of the Oliver McGowan Mandatory Training.
• Knowledge of Access to Work.

Core Values & Behaviours

We're looking for someone who will:

• Bring professionalism and integrity to everything they do.
• Champion equality, diversity and inclusion.
• Put person-centred working at the heart of their approach.
• Build positive, trusting relationships with experts and colleagues.
• Respect confidentiality at all times.
• Be proactive and solution-focused.
• Work collaboratively across the organisation.
• Be flexible and adaptable as things change.

What Success Looks Like

We're a results-focused team, and success in this role is about the difference you make rather than ticking boxes. You'll know you're doing a great job when:

• Every training event is fully resourced well ahead of delivery, with the right experts confidently in place.
• Our experts feel supported, valued and well-informed — and it shows in their engagement and satisfaction.
• Bookings run smoothly in Dante, with changes handled calmly and communicated quickly.
• We're always one step ahead on workforce planning, with capacity gaps and recruitment needs spotted early.
• New experts enjoy a warm, well-organised welcome — from recruitment through onboarding and Access to Work support.
• Wellbeing and safeguarding concerns are handled sensitively, promptly and properly.
• Our systems, records and reports are accurate and genuinely useful for decision-making.
• Our processes keep getting better because you've spotted smarter ways of working.

This position is offered with a starting salary of £28-30,000 with 21 days flexible holiday, all bank holidays and 4 additional days leave at Christmas.

We are proud of the difference our Expert workforce makes every single day and this is a great opportunity to be a part of our success. If this sounds like the kind of team you'd love to be part of, we're excited to see your application.