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Operations Administrator

3 months ago

Derby, Derby, United Kingdom Qualitrain Ltd Full time

1. Purpose of the Role


Reporting to the Operations Lead the role involves supporting the Operations Lead within the operations team to ensure that communication is maintained, systems and processes are followed to ensure the timely completion of all learners, misunderstandings are minimised, and service levels meet the requirements of all primary stakeholders.


2. Operations Administrator Responsibilities

The role has these basic overarching responsibilities:

  • Support the operations team in the field and your internal customers
  • Use and promote the use of our quality and business systems
  • Support change & continuous improvement
These responsibilities are broken down further into the following categories;

  • Safety & Safeguarding
  • Quality, Compliance & Standardisation
  • Coordinating the daily activities of the operations team
  • Self-Development

2.1 Safety & Safeguarding

  • To ensure you are working in accordance with company safety procedures and guidelines
  • To ensure you are working in accordance with company safeguarding procedures and guidelines
  • To ensure accidents or near misses are reported to the correct person in a timely manner, (this is for your accidents & near misses)
  • To ensure that any safeguarding incidents are reported to the correct person in a timely manner, (this is for learners)
  • To use all safety equipment or PPE correctly & for the purpose intended. Reporting any replacements that you require to your Line Manager in a timely manner

2.2 Quality, Compliance & Standardisation

  • To work in accordance with the company's policies and quality management system, (QMS)
  • To support the Operations Lead to organise the submission of compliance documentation and learner portfolios when they are required for the following activities;
  • OFSTED Audits
  • ESFA or funding provider audits
  • Internal Quality audits
  • Awarding body audits
  • Employer & Learner surveys
  • Completed learner sign ups / enrolments
  • Completed training or apprenticeship programmes
  • Liaise with your Line Manager to make yourself available for standardisation events, continuous improvement activities or team meetings when required
**2.3 Operations Administrator

  • Other Duties*
  • Make yourself available for team meetings and complete any agreed actions in a timely manner
  • You must escalate all known problems/complaints to your line manager in a timely manner so that remedial action can be taken promptly.

Absence monitoring and Andon processing.

  • Review each training session approximately 1 hour after it has started. Check Insights digital attendances and clarify with the trainer who is missing and why.
  • Update the RAG register and code all absence, A/L, S, EA, UA, AA and update with any comments and actions to chase.
  • Where there is unauthorised absence no explanation, contact the client point of contact to establish reason for absence or request assistance to get the apprentice in the session.
  • Update the attendance monitoring system with any appropriate information.
  • Collate and update the Annual Leave register for all cohorts from all learners.
  • Escalate any issues or blockers to the effective implementation of the training programmes to the Operations Lead for further escalation to the client POC.

End of month report compilation

  • Complete end of month reports for absence and quality/feedback, reviews, OTJ hours etc.
  • Send to the Operations Lead for analysis and communication to wider stakeholders.

Programme support

  • Compile and distribute learner feedback reports to trainers as per the frequency agreed.
  • Action Withdrawal paperwork and OTJ hours send out, collate, and submit to the office and update systems
  • Action Break in Learning paperwork and OTJ hours send out, collate, and submit to the office and update systems.
  • To carry out any other reasonable request made by your Line Manager.

2.4 Self Development

  • Identify personal development opportunities and communicate them to your Line Manager so that the necessary training and qualifications can be evaluated
  • Take every sensible opportunity to learn new skills and share best practice with colleagues.
  • Make yourself available to receive training on new business systems, policies or procedures
  • Identify process improvement opportunities using BIT methods and communicate your proposals to your Line Manager so they can be evaluated
  • When required contribute to improvement projects / activities, adopting the new working methods once they are introduced and standardised
  • Address instances of poor performance by initially cooperating and working with your peers and Line Manager to find the root cause of any issues and agreeing an action plan to resolve the situation. Implement any agreed actions in the timescales specified
  • Ensure you keep your CPD up to date using the standard documentation

3. Personal Requirements of an Operations Administrator
The Operations Administrator role within Qualitrain is