Knowledge & Learning Administrator

Purpose- The Knowledge & Learning Administrator is responsible for researching, organising and running all internal and external seminars and training events in Asia comprising:
- Continuing Professional Development (CPD) lectures
- a small number of internal training events
- updating the training records in a timely manner
- ensuring compliance with CPD/CLE and RME requirements in Hong Kong and for the US practice team.
- Key Dimensions- For the activities listed above, the Knowledge & Learning Administrator is responsible for organising all administrative aspects of the events and their communication to include:
- organising venues, catering, supporting papers, badges and greeting clients
- supporting the Knowledge & Learning team in liaising with responsible partners, Knowledge Lawyers, associates and L&D team members in the region to identify seminars topics and to schedule the seminars
- agreeing invitation lists, producing invitations and organising timely mailings
- liaising with all relevant internal/external parties (including speakers, Technology team, Hong Kong Law Society or equivalent) to ensure the event runs smoothly
- coordinating and updating of attendance records for local, regional and global courses using the firm’s online training management system and excel spreadsheets

**Key responsibilities and challenges**
- Manage the actions and tasks necessary to deliver training courses. Includes:
- 1. In-house seminars and training events- To support seminars and in-house training events from the planning stage through to supporting the event logístically on the day and the post-course evaluation
- Book rooms/facilities for courses (internal or at external venue), determine catering and equipment requirements, and liaise on an ongoing basis with the venue/reception/Technology team/general office in local and regional offices
- 2. Course enrolment- Produce course adverts and course learning objectives using standard in-house templates
- Liaise with the speakers and the Marketing team to identify the target audience of each seminar and to prioritise attendance
- Produce and send events invitations/reminders in a timely manner
- Manage participant booking and attendance on an ongoing basis and manage cancellations within the parameters of the cancellation policy
- Create and manage courses on the firm’s online training management system and other external enrolment spreadsheets where appropriate
- Maintain seminars schedule for posting on internal website and prepare monthly event circulars to advertise the training events
- 3. Accreditation of courses- Liaise with the speakers to gather all necessary documents (course outline, presentation materials, speakers CVs) for accreditation of the training events
- Prepare and submit notifications with the Hong Kong Law Society
- Liaise with Hong Kong Law Society for any changes of the course particulars in a timely manner
- 4. Course delivery- Ensure that learning interventions meet standard CPD/CLE requirements for lawyers or any compulsory skills requirements and that points are allocated appropriately after the course on the lawyers’ personal records
- Produce certificates of attendance for internal/external participants who require Hong Kong Law Society CPD/New York Bar CLE credits
- Manage the amendment, collation, printing and distribution of all training materials
- Responsible for ensuring that all participants and faculty have the relevant information/material by the set deadlines
- Responsible for the registration and evaluation process for courses including creation of sign in sheets, badges, evaluation forms, summarising data using existing templates and ensuring that actions are implemented where possible
- Liaise with the group secretaries/Marketing teams to arrange cover of the registration desk
- Prepare and submit attendance form and summary of evaluation forms to the Hong Kong Law Society
- Respond promptly to queries from attendees and other interested parties regarding the CPD courses or other initiatives
- Provides admin support for the L&D annual seminar planning and reporting processes - updating existing templates or creating new templates where necessary
- Liaise with the Technology team in London to produce video streaming of selected seminars and upload it on the intranet in a timely manner
- Update attendance records on the firm’s online training management system and individual fee earner’s CPD records
- 5. Relationships with External Suppliers- Work closely and build relationships with external suppliers to support the effective delivery of CPD events. Includes:
- Develop own relationship with suppliers and Hong Kong Law Society and ensure that the relationship is managed within the parameters of departmental and firm policy, including involvement in the development and management of service level agreements
- Quality-assure products/services and provide appropriate feedback to supplier
- Liaise with K&L Advisor