Administrator

1.  PURPOSE OF JOB:

The Administrator is primarily responsible for the effective administrative support to the Service, which includes compliance and audit accountabilities and data input to the PICs MI system in order to provide accurate and timely reporting.

The role involves support across the full range of Centrepoint Works Training programmes and any additional new programmes that are awarded.

In addition, the Administrator will have responsibility for providing administrative support to SET members, including the organisation of travel and accommodation and the collation of monthly claim forms.

The Administrator will be responsible for maintaining excellent record keeping and monitoring systems and support the Head of Training and Skills with access to timely reports.

In addition the role will support the Employer Engagement function via the National Apprenticeship Vacancy Matching Service.

2.  DIRECTLY REPORTS TO:

·  Skills Development & Quality Manager

3.  RESPONSIBLE FOR THE MANAGEMENT OF:

·  None

4.  KEY ACCOUNTABILITIES:

·  Prepare funding paperwork for operational delivery staff

·  Data entry of all contractual delivery onto MI system(s)

·  Maintaining the integrity of MI reports for senior managers to confirm income and to support the effective management of the service, including but not limited to payment reports, DSATs, learner progression /Qualification Achievement Rates

·  Undertaking compliance checks on delivery paperwork prior to submission to funders

·  Initial screening of learner eligibility via the Learner Record Service

·  Facilitating the registration and certification of learners via ACE, ensuring all certificates are applied for timely and funding documents updated accordingly

·  Support the Employer Engagement function by updating the NAS vacancy system, working with the Senior Administrator to develop job adverts, screen applications and provide a shortlist of candidates within provided timescales to Service Managers

·  Providing administrative support to SET members, including but not limited to the organization of travel and accommodation bookings and complication of associated monthly returns

·  Supporting all aspects of the effective administration of the Service

·  Attending conferences, meetings, training sessions and events as requested

·  Any other duties as may be required from you at any time

Person specification

Detailed below are the type of skills, experience and knowledge that are required of applicants applying for the post. The Essential Requirements indicate the minimum requirements, and applicants lacking these attributes will not be considered for the post.

The points detailed under Desirable Requirements are additional attributes to enable the applicant to perform the position more effectively or with little or no training. They are not essential, but may be used to distinguish between acceptable candidates.

Category / Essential / Desirable / Assessment
Knowledge and skills
Funding/eligibility rules of government funded programmes for Apprenticeships, Traineeships and functional skills / X / AF/I
Knowledge and understanding of Awarding Body certification processes and procedures / X / AF/I
Knowledge and understanding of the NAS / X / AF/I
Working knowledge of contractor processes e.g. as a sub-contractor for SFA funded provision / X / AF/I
Experience
Business Admin Level 3 or willingness to undertake an Apprenticeship in Business Admin Level 3 / X / AF/C
English and Maths GCSE or equivalent / X / AF/C
IT qualifications / X / AF/C
Data Protection Training / X / AF/C
Safeguarding Training / X / AF/C
Experience of data entry onto MI systems for SFA or EFA programmes (e.g. PICs, Maytas) / X / AF/I
Ability to prioritise workloads effectively, ensuring accurate records are maintained and all paperwork is completed correctly and on time / X / I
Team working: working closely with colleagues and sharing information to ensure the best possible outcomes for learners / X / I
Problem solving & decision making: to ensure prompt action is taken to rectify data / system errors / X / I
Experience of utilising the NAS system / X / I
Experience of staff recruitment processes and practices / X / I

Key: AF = Application form. I = Interview. R = Reference. T = Test. C = Certificate. DC = Document checks.

Centrepoint Values

All staff at Centrepoint are expected to work according to our six values. Below are examples of the behaviours expected for each of them. These will be assessed at interview and are included here to inform your expectations of the type of person we are looking for to join our organisation.

Integrity
We always put the good of young people and Centrepoint first
·  We commit to living these values in our professional lives at Centrepoint
·  We work hard to build trust and productive relationships
·  We are honest and transparent
·  We confront issues early in a direct and constructive way / Energy
We are ambitious for young people and we have relentless drive, commitment and resilience to achieve that
·  We act decisively, using our energy to deliver and exceed expectations
·  We understand our strengths and use them to strive for excellence
·  We have creative optimism and we embrace change and drive it
·  We have the courage and stamina to make tough decisions and see them through
Humility
Our work is a service that supports and challenges each person in our sphere of influence to fulfil their potential and ensure that they are engaged and inspired to perform
·  We show empathy, sincerity and are servant-hearted in our approach
·  We are self-aware; continuously seeking to improve and we take full responsibility for our own development
·  We offer to help without hesitation and ask others for support when we need it
·  We respect and learn from each other and about each other; using that knowledge to work better together / Entrepreneurial
We are enterprising and innovative – professional, optimistic and always thinking about how to improve
·  We are commercially aware and financially conscious
·  We communicate well and bring people with us
·  We know and understand our business and the impact of both internal and external forces
·  We always ask ourselves how it can be done better; we are more ‘why not?’ and have the flexibility to adapt
Accountable
We know what we have to do and why. We have high standards and expectations of ourselves
·  We have a clear direction and are fully accountable for delivery in our area
·  We take personal responsibility to deliver and exceed expectations
·  We seek and gain the commitment of others; helping others to achieve what they need to do, by inspecting what we expect.
·  We celebrate success and reward the right behaviour at the right time; fully supporting the appropriate challenge of inappropriate workplace behaviours / Focused
We deliver for and with young people in a way that is creative, inspiring and enjoyable
·  We put young people at the heart of all we do
·  We are mindful of risk, seeking to be risk intelligent
·  We create a collaborative spirit where people are treated equally with respect
·  We focus relentlessly on results

Administrator Job Description