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Administrative Assistant

2 months ago

Glasgow, Glasgow City, United Kingdom Elite Training and Consultancy (Scotland) Ltd Full time
Job Description

Elite Training and Consultancy (Scotland) Ltd is seeking a highly skilled and detail-oriented individual to join our team as an Admin and Clerical Apprentice. This role offers a unique opportunity to gain hands-on experience in administration, clerical tasks, and support services.

Main Responsibilities:

  1. Assist in the onboarding process for new apprentices, ensuring a smooth transition and accurate documentation.
  2. Audit and verify start paperwork, ensuring 100% accuracy and compliance with regulations.
  3. Publish completed start paperwork to the Candidate SharePoint document library.
  4. Update the Candidate tracker with new starts and maintain accurate records.
  5. Collate core skills and qualification summaries, storing them on the Candidate SharePoint library/OneNote.
  6. Input accurate and timely information into the SDS management system, FIPS, adhering to SDS rules and regulations.
  7. Follow up on validation anomalies from FIPS with candidates, managers, and the MA Team.
  8. Ensure administration tasks are carried out timely and accurately, adhering to compliance and Awarding Body standards.
  9. Report any concerns regarding poorly completed documentation to the Quality & Contract Manager.
  10. Audit review documentation, ensuring reviews adhere to SDS standards and expected/actual review dates.
  11. Update the review tracker and send it to the assessment team on a monthly basis.
  12. Support the Quality & Contract Manager in responding to required information in a timely manner.
  13. Attend monthly Operations Meetings and record follow-up actions as required.
  14. Maintain accurate records of apprentice details, including personal information, training progress, evaluations, and attendance records.
  15. Respond to enquiries from apprentices, trainers, and stakeholders regarding programme requirements, schedules, and procedures.
  16. Facilitate communication between apprentices, trainers, supervisors, and stakeholders to ensure smooth coordination and collaboration.
  17. Perform general administration tasks as required.

SQA/MA Online Role Specific Duties:

  1. Register candidates for the appropriate Group Award (GA) within 4 weeks of the start date.
  2. Register candidates on the MA Online system for the Apprenticeship Framework within 4 weeks of the start date.
  3. Withdraw and update addresses on SQA Connect once certification has been received.
  4. Process certifications once candidate SharePoint files have been audited and are satisfactory.
  5. Scan and store a copy of the certification on the Candidate SharePoint site and post the certificate to the candidate's home address, updating addresses on SQA Connect.

Other Occasional Duties:

  1. Answering incoming calls.
  2. Training room preparation.
  3. Responding to customer emails.
  4. Outbound Post Office duties.

Qualifications:

Desirable: Business Administration SVQ level 3/HNC/HND Administration.

Person Specification:

  1. Highly competent IT user with a keen eye for detail, demonstrating proficiency in Microsoft Office Packages, ensuring precision and accuracy in all digital tasks and documentation.
  2. Excellent communication skills, both verbally and in writing, consistently ensuring clarity, accuracy, and precision in all communications to avoid misunderstandings and errors.
  3. Follows instructions with exactness, meticulously attending to every detail to ensure tasks are executed to the highest standard, fully compliant with all relevant regulations and requirements.
  4. Possesses exceptional organisational skills, with the ability to carefully plan, prioritise, and execute tasks efficiently, ensuring all deadlines are met and objectives are achieved without compromising accuracy.
  5. Demonstrates acute listening skills, with the flexibility to accurately interpret and adapt to evolving priorities and requirements, ensuring all tasks are aligned with precise needs.
  6. Works collaboratively within a team, actively contributing to shared goals with a strong commitment to accuracy, while providing support to colleagues to maintain high standards of work.
  7. Shows unwavering commitment to personal learning and development, continuously seeking opportunities to enhance skills and knowledge, ensuring excellence and accuracy in all aspects of the role.

Job Type: Full-time

Pay: £16,000.00-£20,000.00 per year

Work Location: In person