NEBOSH Administrator

Job Purpose The NEBOSH Administrator is responsible for the end-to-end coordination, administration, and compliance of NEBOSH and IOSH training programs. This role ensures accurate learner registration, exam scheduling, LMS management, trainer coordination, communication with awarding bodies, and adherence to all NEBOSH and IOSH timelines, procedures, and quality requirements.

Key Responsibilities NEBOSH Administration Register learners for all NEBOSH OBE exams (IG1, IG2, HSW) through the NEBOSH portal for every exam sitting. Request and manage NEBOSH OBE exam dates and select exam venues within stipulated cut-off dates. Create NEBOSH IGC training batches ensuring a minimum one-month gap between last training date and exam date. Generate learner numbers on the NEBOSH portal and maintain accurate registration records. Book NEBOSH IGC exam centres well in advance through the NEBOSH portal. Upload IG2 Risk Assessment reports and all required documentation for each OBE exam. Download IG1 learner answer scripts from the CPI portal within 5 working days. Create and manage closing interview schedules, Zoom IDs, trainer allocation, and upload interview videos via NEBOSH-provided links. Upload closing interview videos and reports as requested by NEBOSH. Communicate results to learners immediately after declaration via the NEBOSH portal. Manage NEBOSH certificates, follow up on pending certificates, and coordinate certificate distribution. Ensure all NEBOSH assessment calendar deadlines are strictly adhered to (registrations, interviews, venue selection, submissions).

Training Batch & Learner Coordination Create monthly training batches and allocate learners to trainers (maximum 25 learners per trainer). Assign trainers after checking trainer availability and schedules. Follow up with the Sales team to receive final learner lists at least 2 days prior to batch start. Prepare and share registered learner lists with trainers. Create and manage WhatsApp groups (trainer, admin, sales, learners) for each batch. Create Zoom meeting IDs and share links and passcodes with learners and trainers. Update Zoom details in centralized tracking Excel sheets. Send learner registration confirmations, reminders, and exam notifications via email and WhatsApp. Maintain complete learner records including emails, WhatsApp communications, agreements, and forms.

LMS & Digital Platforms Add learners to LMS for all NEBOSH and IOSH trainings. Upload all training materials, batch documents, exam documents, and videos to the LMS. Follow up with trainers for daily upload of training videos on Vimeo. Upload training videos from Vimeo to the LMS for all scheduled batches. Create and manage batches in Classcard and upload learner details to track attendance. Ensure learners have timely access to LMS, Zoom links, and learning resources.

IOSH Administration Create IOSH batches (Excel tracking and WhatsApp groups). Send written assessments to learners. Arrange IOSH examinations and coordinate assessment schedules. Upload marks in the IOSH portal. Distribute IOSH results and certificates.

NEBOSH HSW Administration Collect learner documents and manage registrations. Create HSW training batches and WhatsApp groups. Request exam dates and collect exam results. Upload exam marks in the relevant portal.

Finance & Internal Coordination Communicate NEBOSH registration invoice totals to the Finance Head / Accounts team well in advance. Ensure accounts are informed at least 3 days prior to NEBOSH registration cut-off dates for fund transfers. Coordinate closely with internal stakeholders (sales, trainers, finance, LMS team). Actively coordinate with the Dubai office admin team for cross-location training activities. Attend internal, operational, and NEBOSH-related meetings as required.

Helpdesk & Learner Support Handle learner helpdesk via calls, emails, and WhatsApp. Provide prompt support related to registrations, exams, LMS access, and certificates. Collect learner feedback, video testimonials, and batch photos post-training. Send certificate reminders and maintain feedback records.

Compliance & Documentation Obtain signed learner agreements and maintain digital and physical records. Ensure all NEBOSH and IOSH processes comply with awarding body standards. Maintain accurate audit-ready records for all learner interactions and program documentation.

Required Skills & Competencies Strong understanding of NEBOSH OBE processes (IG1, IG2, HSW). Experience using NEBOSH, IOSH, LMS, Classcard, Zoom, Vimeo, and Excel. Excellent coordination, time management, and attention to detail. Strong written and verbal communication skills. Ability to manage multiple batches, deadlines, and stakeholders simultaneously. High level of confidentiality and data accuracy.

Preferred Qualifications Prior experience in a NEBOSH Silver/Gold Learning Partner environment. Experience in training administration or academic operations. Familiarity with LMS platforms and virtual learning environments

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