We are a railway training provider based in Doncaster.
We are looking for a motivated, bright individual who will join the team as a business administrator, progression and professional development will be available
The role will require you to learn and implement existing procedures within the business.
You will be based at our Doncaster office, working hours will be 9am until 4.30pm.
We have a Gym a 1 minute walk from the office and membership is provided as part of the package.
The Rail Training & Compliance Administrator is responsible for the administration, coordination and assurance of all training, competence and sponsorship activities undertaken by Maya Rail Technical Training Ltd.
The role supports compliance with the Rail Training Assurance Scheme (RTAS), Sentinel Scheme Rules, Network Rail Standards, RSSB Rule Book requirements, company management systems and contractual obligations. The post holder is responsible for ensuring that all training, assessment, sponsorship and competence records are maintained accurately and are available for internal and external assurance activities.
The role supports the organisation's RTAS Assured Provider status and Sentinel Sponsor approval by maintaining effective administrative controls, accurate records and timely communications with clients, trainers, assessors, sponsors and assurance organisations.
KEY ACCOUNTABILITIES
The post holder is accountable for:
- Administration of RTAS training and assessment activities.
- Administration of Sentinel sponsorship activities.
- Maintenance of competence records.
- Administration of medical and Drugs & Alcohol interventions.
- Coordination of training events.
- Management of delegate records.
- Production of certificates and competence documentation.
- Support of RTAS Assurance Visits.
- Support of Sentinel Assurance activities.
- Support of RISQS audits.
- Support of ISO Management System audits.
- Maintenance of controlled documentation.
- Compliance reporting.
- Maintenance of company competence databases.
- Administration of training resources.
PRINCIPAL RESPONSIBILITIES
Training Administration
- Coordinate all training courses and assessment events.
- Prepare course joining instructions.
- Register delegates.
- Prepare training materials.
- Produce attendance registers.
- Prepare assessment documentation.
- Arrange practical training facilities.
- Coordinate trainers' schedules.
- Liaise with clients regarding bookings.
- Produce certificates following successful completion of training.
- Maintain accurate delegate attendance records.
- Process cancellations and course transfers.
- Coordinate refresher training.
RTAS ADMINISTRATION
Support compliance with the Rail Training Assurance Scheme by:
- Maintaining complete training records.
- Maintaining assessment records.
- Recording training notifications.
- Recording assessment notifications.
- Supporting RTAS Assurance Visits.
- Supporting internal verification activities.
- Maintaining trainer competence records.
- Maintaining assessor competence records.
- Controlling approved training materials.
- Maintaining document version control.
- Supporting corrective action plans.
- Supporting continual improvement activities.
- Maintaining evidence required for RTAS audits.
- Supporting investigations into suspected breaches of RTAS Rules.
- Liaising with the Assurance Organisation as required.
SENTINEL ADMINISTRATION
Undertake Sponsor administration including:
- Administration of Sentinel sponsorship.
- Maintaining Sponsor records.
- Administration of sponsorship applications.
- Processing sponsorship transfers.
- Maintaining sponsorship packs.
- Monitoring competence expiry dates.
- Arranging Sentinel recertification.
- Maintaining Sentinel profiles.
- Recording competence changes.
- Supporting Sponsor Assurance activities.
- Supporting Formal Reviews where required.
- Supporting de-sponsorship processes.
- Maintaining records of sponsorship decisions.
- Supporting novation of sponsorship where applicable.
- Ensuring Sentinel records remain accurate and current.
Medical & Drugs and Alcohol Administration
- Arrange medical examinations.
- Arrange Drugs & Alcohol screening.
- Monitor expiry dates.
- Liaise with approved providers.
- Maintain confidential medical records.
- Ensure medical evidence is available before competence renewal.
- Monitor restrictions recorded within Sentinel.
- Maintain compliance records.
Competence Management
- Maintain the company competence management database.
- Monitor expiry dates.
- Produce monthly competence reports.
- Notify managers of upcoming renewals.
- Coordinate refresher training.
- Support competence planning.
- Maintain competence evidence.
- Archive competence records in accordance with company procedures.
Compliance Administration
Support company compliance by:
- Maintaining controlled documents.
- Updating procedures.
- Managing document revisions.
- Recording audit findings.
- Monitoring corrective actions.
- Maintaining compliance registers.
- Producing KPI reports.
- Supporting management reviews.
- Maintaining legal compliance records.
AUDIT SUPPORT
Provide administration support for:
- RTAS Assurance Visits.
- Sentinel Sponsor Assurance.
- RISQS audits.
- Internal audits.
- Client audits.
- Network Rail audits.
Ensure all requested records are available, accurate and traceable.
RECORD MANAGEMENT
Maintain accurate records relating to:
- Delegate attendance.
- Training delivery.
- Assessments.
- Competence.
- Sponsorship.
- Medicals.
- Drugs & Alcohol testing.
- Certification.
- Trainer competence.
- Assessor competence.
- Internal verification.
- Audit evidence.
- Quality records.
Ensure records are retained in accordance with company procedures and applicable industry requirements.
CLIENT SUPPORT
- Respond to customer enquiries.
- Prepare quotations where authorised.
- Confirm bookings.
- Provide joining instructions.
- Liaise regarding certification.
- Maintain excellent customer service standards.
KNOWLEDGE
The post holder shall possess knowledge of:
- Rail Training Assurance Scheme (RTAS)
- Sentinel Scheme Rules
- Network Rail Standards
- RSSB Rule Book
- Competence Management Systems
- Training Administration
- Learning Management Systems
- Microsoft Office Suite
- Document Control
- Audit Processes
- Quality Management Systems
- GDPR requirements
- Rail Industry terminology
- Railway safety culture
ESSENTIAL SKILLS
- Excellent organisational skills
- High level of accuracy
- Excellent communication skills
- Excellent IT skills
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Microsoft Teams
- Database management
- Time management
- Record management
- Confidentiality
- Problem solving
- Customer service
DESIRABLE KNOWLEDGE
- RISQS requirements
- SharePoint
- Sentinel Database
- RTAS administration
- Railway competence management
- Internal auditing
- Quality Assurance
AUTHORITY
The post holder has authority to:
- Reject incomplete training documentation.
- Reject incomplete sponsorship documentation.
- Escalate compliance concerns.
- Prevent certification where evidence is incomplete.
- Request corrective actions.
- Suspend processing of incomplete records pending clarification.
- Escalate suspected breaches of RTAS or Sentinel requirements.
HEALTH, SAFETY, QUALITY & ENVIRONMENT
The post holder shall:
- Comply with all company Health & Safety procedures.
- Comply with Environmental procedures.
- Support continual improvement.
- Report hazards.
- Report unsafe acts.
- Support the company's safety culture.
- Promote behavioural safety.
- Protect confidential information.
- Maintain quality standards.
KEY PERFORMANCE INDICATORS
The post holder will be measured against:
- 100% training records completed accurately.
- 100% Sentinel records maintained.
- 100% competence records current.
- Zero overdue competence renewals attributable to administration.
- Certificates issued within company timescales.
- Audit actions completed within agreed timescales.
- Zero major findings relating to administration.
- Positive client feedback.
- Continuous RTAS compliance.
- Continuous Sentinel Sponsor compliance.
BEHAVIOURAL EXPECTATIONS
The post holder shall:
- Demonstrate professionalism at all times.
- Promote a positive safety culture.
- Maintain confidentiality.
- Work with integrity.
- Demonstrate attention to detail.
- Support continuous improvement.
- Act in accordance with company values.
- Promote equality, diversity and inclusion.
- Maintain effective working relationships.
- Represent the company professionally.
DOCUMENT REFERENCES
This role supports compliance with, but is not limited to:
- Rail Training Assurance Scheme (RTAS) Rules Version 2.1.
- Sentinel Scheme Rules Version 5.1 (July 2025).
- Relevant Network Rail Standards.
- RSSB Rule Book.
- Company Management System.
- Company Quality Procedures.
- Company Health & Safety Management System.
This Job Description identifies the principal duties and responsibilities of the post. It is not intended to be an exhaustive list and the post holder may reasonably be required to undertake other duties commensurate with the role.
The duties within this Job Description may be amended to reflect changes in legislation, industry requirements, business needs or management systems.
Job Type: Full-time
Pay: £29,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Education:
- A-Level or equivalent (preferred)
Work Location: In person
