Overview
This role is based in the UK and will be working on site in our UK based College. In order to comply with mandatory pre-employment checks, the successful candidate will be required to provide original identification documents in person to our UK based People Services Department. This post is primarily based at Warwick Trident, but travel to Pershore and Moreton Morrell may be required. The working hours are Monday - Thursday 9 - 5 and Friday 9 - 4.30.
Protection of Children and Young Persons
Any offers of appointment will be conditional and subject to a Disclosure and Barring Service (DBS) check, a certificate of good conduct if applicable, plus receipt of satisfactory employment references, Occupational Health clearance, an understanding of safeguarding and qualifications verification. An Enhanced DBS check is required for this position as you will be working within 7Regulated Activity7 within a specific place (i.e. the College).
This role is classed as working within Regulated Activity. It is an offence to apply for this role if you are barred from engaging in regulated activity relevant to children. By applying for this position you agree to an Enhanced DBS check in line with DBS regulations.
Background to the Post
The post holder will be working as part of the Employer Services team based at Warwick Trident Campus, reporting to the Head of WBL Data and Compliance. The purpose of the role is to provide a highly effective, efficient and timely administrative service which meets the varied needs and complexities of Apprenticeships. Work alongside various members of the team who are working to develop and create efficiencies to administration systems and proactively support the Colleges Work Based Learning Team provision, to deliver an outstanding offer. There is an expectation to gain an understanding of the Apprenticeship Funding rules and requirements along with building knowledge of the Colleges aims and objectives, policies and procedures. You will be a confident individual with excellent communication skills and a 5can do6 attitude to meet the daily challenges of this demanding role.
Duties and Responsibilities
* To proactively maintain and develop the use of the colleges e-portfolio and on-boarding platforms, ensuring that it is current and responsive to the needs of the faculty.
* To provide administrative support using a variety of software packages such as Management and Information Systems, Apprenticeship Services, Onefile, Microsoft Word and Excel, Google Docs and Sheets and Gmail.
* Deal with enquiries from a wide range of internal and external customers including employers, apprentices and others; both face to face, on the telephone and by email.
* Accurate inputting data using a variety of college IT systems, including enrolments of apprentices.
* Regularly review funding rules and provide support and updates to the WBL teams to ensure compliance.
* Liaising with relevant members of the College's designated finance, legal affairs, Business Development and MIS teams to the development and implementation of the end-to-end processes.
* Ensuring that reports required by the Colleges designated finance, legal affairs, Business Development, MIS teams and WBL teams are made available, accurately and timely.
* To assist colleagues with the preparation of enrolment materials for distribution to WBL Teams.
* Checking accuracy of data on the Apprenticeship Services and providing updates where required.
* Liaise with and support the work of the WBL Teams that operate from the various college sites, overseeing the contractual arrangements for all external delivery contracts and the audit of the contract workflow elements.
* To maintain equal opportunities in all aspects of the work of the team for staff, employers and learners.
* Coordinating with the Head of WBL Data and Compliance to ensure accurate and compliant monthly funding returns that maximise potential funding claims.
* Reviewing Individual Learner Records and income data and working with Finance teams to ensure payments are made to Employers and within guidelines.
* Ensuring working practices are GDPR compliant.
* Manage own time effectively to ensure key tasks are undertaken and internal and external key dates and deadlines are met.
* Support the Team Leader with meeting audit inspection requirements.
* Ensuring accurate records are maintained of all certificates received and processing qualification completions.
* Educate colleagues on regulations and the impact on the organisation if these arent complied with.
* Auditing enrolment documentation to ensure funding claims are eligible.
* Ensuring all ILR data corresponds with learner documentation.
* In order to support during busy exam periods, you may be asked to undertake exam invigilator duties. The College will provide training.
* The list of duties is not exhaustive but outlines the main features of the post at appointment and may vary as the job evolves without affecting the nature of the duties or the responsibility level.
Person Specification
Essential Attainment:
* GCSE Grade C or above in English and Mathematics, or Level 2 equivalent qualification.
* Educated to Level 3 or higher in a relevant subject (e.g. Information Technology, Business Administration, or a related vocational area).
* To possess a good working knowledge of IT and be skilled in the use of a range of relevant IT software packages including Microsoft Office.
* Experience of administrative duties
* Good organisational and communication skills
Desirable Attainment:
* A UK driving licence free of major endorsements and use of a vehicle during working hours
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