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11 months ago
Colas Rail
Location: Rugby
Job type: Permanent
Sector: Rail
Category: Human Factors Jobs

To manage the administrative process from booking the training needs of the Rail Services & Rail Urban divisions and to oversee competence and the coordination.

This role will ensure that all employee training & competence is kept up to date, that for each discipline there is a competence system that is set up, implemented and tracked using the HRCORE system. All training linked to this must be booked and administration relating to this completed.

Ensure all attendees who have attended local induction are added to Core HR.



Recertification's - Personal Track Safety, COSS, Lookout, Engineering Supervisor, Safework Leader, - coordinate and book re-certs for PTS with Colas Rail Training and External Training providers, order Sentinel Cards, ensure Sentinel is kept up to date and to the Sentinel standard

Track Visitor Permits - Issue on request and keep and file for audit purposes

90 Day Reports - monthly reports that details the competencies, assessments, medicals and photo card updates that require updating in the next 90days, work 3 months ahead on each report to ensure that no one loses their competencies - this involves working with the rostering, Planning Team and Line Managers and also the medical providers. As well as arranging the training and the medical appointments there is the dealing with any cancellations and re-arrangements.

Primary Sponsorship - primary sponsor any new starters (except Freight & IM these areas have an in-house PTS system). Also, de-sponsor any leavers from the business. Each time a sponsor or de-sponsor is done a letter must them be created and sent to the individual as confirmation.

Learning Support Removal - Ensure that Learning Support Removal removed from an employee's sentinel profile prior to attending their first Personal Track Safety Recerts.,

Log events such as COSS Workbooks or 019 Standard briefing onto employees Sentinel Profiles

ELearning - Create eLearning log on s for eLearning modules on training courses and give instructions on how to access the Network Rail eLearning site

Support Career & Development team and the Assurance team with the coordination of the annual recertification programs (Sentinel, including the medical process, and all other safety courses) for Rail Services employees.

Coordinate the medical process for Rail Services and Rail Urban and ensure all the sentinel requirements linked to this are re certificated and kept in date. Including the Random D&A process.

Health surveillance and deferrals with follow up and monitoring of staff on progress of any safety critical or company sensitive issues.

Work closely with the Health and Safety team Careers and Development Team and Operations Teams to ensure we have identified all the correct compliance needs and they are booked in a timely basis

Book any external training requirements as requested by the business on a full time basis working closely with rostering teams and mangers.

Supplier Set Up - Setting up of external suppliers through the Procurement Process, and re-open accounts on Summit, both involve contacting the supplier and working with them to ensure they complete and return the required paperwork for the supplier set up/account re-open.

Utilise the Administration team in Rugby to deliver the training required internally and to identify suppliers for training we cannot run in-house.

Raise Vendor Request and Purchase Order forms and process invoices associated with this to the relevant deadlines

Coordinate, develop and accurately maintain the Training Matrix in Core HR ensuring it is used for all course bookings and produces the right reports for period end

Coordinate the annual training requirements - Track Safety, SHEQ, Technical and Skills training ensuring the courses projected in the budgets in each division are booked

Issue joining instructions for all training courses and assessments to individuals or line managers as applicable in a timely manner

Assist the Career & Development team to roll out of the central training initiatives e.g. Management Programme, First Line Manager training, and Safety Leadership Training etc.

Ensure the process for competence is working for each discipline and transfer the information to Core HR so we have this on a central system.

General administration:

Completion of all booking forms and supplier requirements

All training and assessment certification on Core HR

Medicals uploaded to Core HR

All training records updated and the finance elements completed

Support in Audits


Comply with the Sentinel/NSARE processes and ensure that the Rail Services & Rail Urban is operating to the right standards.


Contact with Colas Rail UK Directors, Managers and Staff at all levels.

Frequent contact and interaction with operating staff


Level 3 Business Administration

English/Math's Level c and above

Excel Level 3

Sentinel Knowledge


Comply with legislation and industry standards i.e. Rule Book.

Comply with Colas Rail rules, procedures and working practices.

Undertake all work in a safe manner.

Report all accidents, and incidents with the potential to cause injury or property damage.

Where necessary provide advice and support to inexperienced colleagues.

Remember If it's not safe to do don't do it.

Behavioural Skills

Energy - Get up and go attitude of a leader

Energise - Lead, manage and inspire my team

Edge - Maximise my personal edge

Execute - Make things happen

Engage - Stay close to the client

Colas Rail in the United Kingdom values and encourages diversity in our workforce, regardless of background, disability or gender. As part of our aim to deliver quality services, we are committed to promoting equality and eliminating discrimination.

Recruitment agencies

Colas Rail currently works with a number of approved recruitment suppliers. We will therefore not consider CVs or speculative proposals from any other agencies. Recruitment agencies not currently approved as preferred suppliers are kindly requested not to submit speculative CVs to any part of Colas Rail.

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