JOB DESCRIPTION
JobTitle:Project Monitoring Compliance/DataOfficer
(1 X Fixed Term to October2018)
Grade: Scale5
LineManager:Head of Project
PURPOSE OF THE JOB
The post holder will provide support to all aspects of project activity, and be responsible for processing, reporting and administrative procedures in relation to partner provider contracts. To be responsible for the timely and accurate recording and tracking of learners, by monitoring partner provider performance against targets, check partner provider returns and provide day-to-day advice, support and guidance to partner provider staff on the delivery of the ESF contract. The post-holder will also support and contribute to the audit process for partner provider provision.
MAIN ACTIVITIES
1.To keep up to date with current government ESF and SFA funding guidelines and eligibility criteria in relation to partner providercontracts.
2.To deliver training to partner provider staff on lead college procedures and adherence to current learner eligibility and funding requirements, in line with the project deliverables evidence and eligibilityrequirements.
3.To develop and produce staff guidelines on procedures for partner provider funding, learner tracking andachievement.
4.To regularly review and contribute to the development of pro-forma for use in partner provider and internalprovision.
5.To monitor the implementation of the project against targets and provide data returns and details of amounts to beinvoiced.
6.To liaise with partner providers and account managers regarding their performance against targets and the tracking of learner progress andsuccess.
7.To be responsible for the tracking of all partner provider and off site learners by ensuring the completion of college tracking reports and validating returned reports for correct learnerdata.
8.To liaise with MIS staff on a regular basis to ensure timely and accurate reporting, including data cleansing the ILRrecord.
9.To check, complete and authorise enrolment, eligibility and withdrawal and transfer paperwork and liaise or correspond with partner provider’s staff in order to query anomalies and arrange for corrected paperwork to be submitted asnecessary.
10.To input ILR data and clear errors so as to ensure a complete and accurate claim to the funding body.
11.To undertake partner audits and feed-back findings and recommendations for rectification and ensure robust procedures are in place to do this within a timelymanner.
12.To provide timely and accurate reports/information to the Directorate and other college staff in relation to learner tracking, achievement and fundinggenerated.
13.To work with Finance to ensure payments to partner providers are consistent with contractual and funding requirements including any year-endaccruals.
14.To attend partner provider meetings at off and on-site locations asappropriate.
15.To provide information for and liaise with auditors in respect of partner providerprovision.
16.To assist in the quality assurance processes across partner provider delivery and development projects including by the use of telephone and postal audits to confirm the integrity of the documentation supplied by partnerproviders.
17.To monitor and review administrative procedures and contribute to decisions made with regard to changes to improve systems, wherenecessary.
18.To undertake visits to partners on a regular basis to collect and check partner paperwork meets project/fundingrequirements.
19.To be conversant with and use appropriate software available within the College orsection.
20.To undertake other administrative duties as required according to business requirements.
General
1.To participate in the Performance Management and Professional Development (PMPD) scheme and to undertake in-service training asappropriate.
2.To comply with the Data ProtectionAct.
3.To comply with health and safety legislation and EU Directives. Co-operate fully with the Health & SafetyManager
4.To comply with all college policies, including the policy to promote equality ofopportunity.
5.To undertake such duties and/or hours of work as may reasonably be required of you, commensurate with your pay band and general level of responsibility, at your main place of work or at any other establishment for which the college providesservices.
6.To undertake relevant continuous professional development and update CV accordingly on an annualbasis.
NB (1) in consultation with you, this job description is liable to variation to reflect actual contemplated or proposed changes to your job.
(2) This position will entail travel throughout London and possibly occasionally outside of London.
PERSON SPECIFICATION
You will need to demonstrate in your supporting statement how you can meet the criteria listed below.
Post Title: Administrative Assistant – ESF Basic language for the unemployed Project / We will assess your match to the criteria from:KEY: (E) – Essential (D) - Desirable / Appl. Form / Tests / Interview / References
1. EDUCATION/TRAINING
Educated to Level 3
- 5 GCSE’s Grade A-C Must includeEnglish and Maths or functionalequivalent
2.EXPERIENCE
- Experience of higher level administrative duties
- Knowledge and experience of usingMicrosoft OfficePackages
- Experience of producing reports, updatingdata bases and spreadsheets
- Experience of ESF fundedprojects
3.COMMUNICATION
- Excellent verbal communicationskills
- Excellent written communicationskills
4.DISPOSITION/PERSONALQUALITIES
- Able to work as part of ateam
- Demonstrate a commitment to attentionto detail
- Must have a forensic approach todata
5.PROFESSIONAL KNOWLEDGE/UNDERSTANDING
- Be able to demonstrate an understanding of equality of opportunity and have practicalideas on how to implementit
- Be able to create documents and produce reports
6.PROFESSIONAL JUDGEMENT/DECISION MAKING
- Able to organise diary to ensure effectiveuse of time and work on owninitiative
7.CIRCUMSTANCES
- Flexible approach toduties
- Be able, to work outside the usual hours andat offsite locations as required within the terms of the contract ofemployment
- Must be willing to undertake promotional activities and assist other teams asrequired
8. SAFEGUARDINGCHILDRENANDVULNERABLE ADULTS
- Understanding of Safeguarding Legislation andits application within the educationalsector
- Commitment to Safeguarding and promotingthe welfare of children and vulnerableadults.