Trainee Services Coordinator (up to £30k plus benefits)

Location: Craven Street with opportunity for hybrid working  
Salary: up to £30K depending on experience plus competitive benefits

The College of Optometrists is the professional body for optometry. It qualifies the profession and delivers the guidance and development to ensure optometrists provide the best possible care. We promote excellence through the College’s affixes, by building the evidence base for optometry, and raising awareness of the profession with the public, commissioners, and healthcare professionals.

We are looking for a Trainee Services Coordinator who will join our established and busy Scheme for Registration team. This role will provide support for trainees undertaking the Scheme for Registration. In particular, using the CRM: ensuring good data management in line with GDPR; regular provision of accurate data to ensure trainees are progressing as expected and responding to queries from staff, assessors and trainees; as well as general administrative support. The role holder will be the main contact for key external stakeholders of the College and will be responsible for delivering a responsive, accurate service to them.

The Scheme for Registration plays an important part of the College and the role holder will be significantly involved in the administration of the key aspects of the trainee life cycle. They will support the delivery of an outstanding trainee experience which meets the learning needs of our trainees. 

Reporting to the Scheme for Registration Manager, the role holder will be responsible for:

  • Supporting the Scheme for Registration Manager with the delivery of a cohesive assessments that aligns with the College’s strategic and business plans, and ensures increased engagement with members and stakeholders.
  • Booking Stage Two assessments- ensuring all parties receive email confirmation.
  • Managing the trainee record systems in Microsoft Dynamics and maintaining data.
  • Maintaining and building working relationships with key internal and external stakeholders.
  • Monitoring invoicing platform for the Scheme for Registration ensuring fees are paid.
  • Supporting the Assessors and Lead Assessors with booking of assessments.
  • Adhering to the General Data Protection Regulations (GDPR) and rules and guidance governing Scheme for Registration. Handling any other duties or tasks as directed by Scheme for Registration Manager, Deputy Director or Director of Education.

Successful candidates would need to demonstrate the following skills, experience and knowledge:

  • Experience of working within education environment.
  • Experience of Microsoft Dynamics or similar CRM, web-based tools and a competent user of IT with the ability to use Word and Excel.
  • Ability to prioritise duties, and seek clarification and guidance from Line Manager when faced with competing responsibilities.
  • Experience of working with and meeting the needs of different stakeholders.
  • The ability to maintain information to a high standard of accuracy and completeness.
  • Have the ability to communicate with and collaborate with people from a diverse range of cultural, educational and professional backgrounds.
  • Excellent verbal and written English language communication skills.
  • Excellent interpersonal skills, ability to develop and maintain effective working relationships with all stakeholders.
  • Ability to contribute as a team player with good sense of humour.
  • Good organisational and administrative skills, with the ability to meet deadlines.

In return, we offer a variety of benefits including a generous pension plan, life assurance and a health care cash plan.



  • Interviews will take place on Friday 26 August 2022

Contact details

To apply for the position, please send your CV and a cover letter no later than Friday 19 August 2022 at 2pm clearly demonstrating how you meet the requirements of the role to:

Closing date for application
19 August 2022

Equality and inclusion

The College is committed to providing equal opportunities in employment and to avoiding unlawful discrimination. We value the differences that a diverse workforce brings to the organisation. In support of this we follow a fair recruitment process in which shortlisting and other recruitment decisions are made on the basis of skills, competencies and experience demonstrated in the application and interview process. 

We welcome applications from people of all backgrounds. If you require a reasonable adjustment to be made to support your application due to a disability or other condition please let us know.