Administration is an integral element of our managed learning services. It includes resource and facilities management, catalogue management and event scheduling.
Your own customer service team
To maintain a consistent and high level of service in our managed learning services, you will have a dedicated customer service contact. This contact will work closely with you, typically from our offices but with the flexibility to work on-site at your location as needed, ensuring support for both you and your employees.
Your contact will co-ordinate your internal L&D. Key responsibilities include:
- Handling enquiries, training booking, support and administration
- Delegate liaison and supplier communication
- Booking of venues and resources
- LMS management
- Budget management
- Internal communication
Your administrator will be responsible for managing all the necessary administrative tasks before and after your training bookings. This support role is designed to alleviate the workload on your own department, ensuring a seamless training experience. Some of the tasks your administrator will handle include:
- Confirmation and Communication: Sending out confirmations and joining instructions to participants.
- Last-Minute Adjustments: Managing any last-minute amendments or changes.
- On-the-Day Assistance: Providing on-the-day support as needed.
- Delegate List Management: Collecting and organizing delegate lists.
- Evaluation Distribution: Sending out evaluation forms and collating responses.
Optimus Manage provides a two-tiered approach to delegate communications. The first is to manage all of the communication to the delegate for the course or learning they have signed up for. The second is valuable marketing communication to support and promote events aimed at embedding a culture of learning within your organisations.
If you have an internal catalogue of courses for your staff your nominated co-ordinator will be responsible for managing the learning catalogue, ensuring the relevant offerings are displayed and accessible to your staff. This includes the complete range of internal courses, e-learning and any curated content which aids learning.
Event scheduling & waitlist management
Once the learning plan and content for your internal catalogue of courses has been agreed with you we organise the events. We liaise internally and externally with trainers & venues and ensure all your staff are kept informed of all the training course dates. We monitor delegate numbers, maintain waiting lists when required, and ensure courses run with optimum numbers and cancellations fees are avoided. We know when to cancel or postpone courses, or to schedule additional dates, as necessary.
Internal facilities management
Your training programmes can take place without you spending time ensuring the room and facilities are in place. We will do this for you, building relationships with internal members of staff to ensure a seamless set up for your internally run training.
Internal trainer management
If you have or are a member of an internal team of trainers then you’ll understand that there is still management and administration tasks. Our managed learning services will reduce this demand on you. We can schedule trainers, work around holidays and absences and be the first point of contact for any issues from your internal trainers.
Allow us to plan, organise and control the flow of materials; physical and virtual, to the delegates to arrive at the right time regardless of if its pre-course or post-course materials.
Approval process monitoring and enforcement
If you have existing processes that you want to continue, such as approval and sign off process, we will integrate this into our working agreement. You can relax knowing that we will enforce these, ensuring only authorised training is booked.
We aim to remove issues however if anything arises pre or post training contact our customer care team who will resolve these for you. These are agreed as part of our managed learning services working agreement.
Sourcing, booking and liaising with venues or venue agencies is a time-consuming process which we will handle on your behalf. Working like an extended member of your team we will raise internal PO’s, book venues and take responsibility for securing venues which meet the needs of the training.