Office Manager and Training Coordinator Job at Glasgow Full Time NEW

Location: Glasgow G40 2DD
Working Pattern: Full-time, in person, Monday to Friday
Hours: 8:30 am to 5:00 pm, 42.5 hours per week guaranteed
Contract: Permanent
Pay: From £15.00 per hour

About Us

Glasgow Maritime Academy delivers classroom-based maritime training, online courses, simulator-based learning, AI-powered training content, and Pearson VUE test sessions.

We are a small, busy, tech-forward training centre based in Glasgow. This role is central to the daily running of the academy.

The Role

This is a varied administrator role combining training coordination, student support, office administration, basic accounts, exam administration, and AI-assisted content creation.

A typical day may include opening classrooms, preparing tea and coffee for students, answering emails and phone calls, monitoring live chat, registering students, checking documents, printing course materials, ordering lunch, coordinating lecturers, managing calendars, issuing certificates, chasing payments, setting up Zoom links, enrolling students onto e-learning, and helping create social media or course content using AI tools.

This is not a coding role, but you must be confident with computers and willing to learn modern AI tools.

Key Responsibilities

Office and Student Administration

• Open and prepare classrooms each morning
• Organise tea, coffee, refreshments, and student lunches when required
• Answer emails, phone calls, live chat, and student enquiries
• Greet students, visitors, lecturers, and exam candidates
• Register students for courses
• Check IDs, certificates, and course prerequisites
• Print course materials, attendance sheets, and certificates
• Scan, file, and maintain student records
• Add students to WhatsApp groups
• Send joining instructions and course information
• Advise prospective students on suitable courses
• Pearson VUE exam support

Course Coordination

• Manage course booking lists
• Schedule courses and maintain calendars
• Coordinate with lecturers across different countries and time zones
• Create Zoom meetings
• Enrol students onto e-learning and LMS courses
• Support tutors with class setup and materials
• Track attendance, results, feedback, and course completion
• Create and issue student certificates

Basic Accounts and Payments

• Send invoices where required
• Record VAT expenses and basic business expenses
• Monitor incomings and outgoings
• Track payments before course start dates
• Chase overdue invoices professionally
• Maintain payment records and booking updates

Compliance and Quality Support

• Contribute to audits and quality reviews
• Support ISO, MCA, and internal quality documentation
• Keep records ready for inspections, audits, and approvals

AI Content, Marketing and Social Media

• Create simple social media posts for LinkedIn, Facebook, Instagram, and other platforms
• Use AI tools to create course graphics, images, and short videos
• Help prepare course promos, captions, blogs, scripts, and marketing emails
• Support AI-powered training videos, simulator content, and learner guidance material
• Test online learning and simulator workflows from a student point of view

Tools You May Use

You should be comfortable learning tools such as:

• Microsoft Word, Excel, Outlook, and PowerPoint
• Zoom, WhatsApp, Gmail, Google Drive
• LMS platforms
• Pearson VUE systems
• Canva
• ChatGPT or similar AI tools
• AI video/image tools such as Synthesia, Veo, Sora, Gemini, Claude, Grok, Chat GPT, Meta AI, Nano Banana, or similar
• iSpring or similar quiz/content tools

What We Are Looking For

Must-Have

• Strong administration skills
• Very good computer confidence
• Ability to learn new systems quickly
• Clear written and spoken English
• Excellent organisation and attention to detail
• Confident phone, email, live chat, and face-to-face communication
• Ability to manage several tasks in a busy training centre
• Reliable, punctual, and trustworthy
• Comfortable handling confidential information
• Willingness to use AI tools for content and admin support
• Able to work in person in Glasgow

Nice to Have

• Previous office administration experience
• Training, education, or test centre experience
• LMS or online learning experience
• Canva, social media, or content creation experience
• Basic accounts, invoicing, or credit control experience
• Interest in maritime training, education, AI, or technology

Benefits

• Paid lunch / lunch provided
• Free parking and on-site parking
• Casual dress
• Company events
• Canteen facilities
• Training on our systems, workflows, templates, and AI tools
• Opportunity to grow into training coordination, operations, marketing, or learning design

How to Apply

Please include:

• Your CV
• A short note explaining why you are interested in the role

Job Type

Full-time, Permanent

Pay

From £15.00 per hour

Pay: From £15.00 per hour

Benefits:

• Canteen
• Casual dress
• Company events
• Free parking
• On-site parking

Work Location: In person