Apprentice Administrator

Elite Training & Consultancy (Scotland) Ltd has a flexible approach to job roles and the following should not be regarded as being a definitive description of the role of the job holder. Duties are flexible, and it's common for employees to undertake responsibilities beyond the scope of a single distinct job role.

**This role is office based.**

**Main Purpose**

Primary focus will be to assist and support the Quality & Contract Manager and Business Support team in the effective delivery of associated administration tasks related to our Modern Apprenticeship contracts. There may also be occasional support required to assist the Business Systems Administrator.

**General Duties and Responsibilities**:
a Assist in the onboarding process for new apprentices, including start paperwork where required.

a Auditing the start paperwork upon completion by BDCs/Assessors, ensuring any errors are promptly identified and rectified with the goal of achieving 100% accuracy at all times.

a To ensure the accurate and timely input of all required information into SDS management system, FIPS, in line with SDS rules and regulations

a To ensure administration tasks in line with compliance and the delivery of our MA SDS contract and Awarding Body standards* are carried out timely and accurately including Registration and all Audit processes.

a Report any concerns relating to poorly completed documentation by any party to the Quality & Contract Manager

a Auditing all review documentation ensuring reviews adhere to SDS standards including expected and actual review dates.

a Updating review tracker and sending out on a monthly basis to assessment team

a Support the Quality & Contract Manager with responding to any required information on a timely basis.

a Attend monthly Operations Meetings in person and record any follow up actions as required.

a Keep accurate records of apprentice details, including personal information, training progress, evaluations, and attendance records.

a Respond to enquiries from apprentices, trainers, and other stakeholders regarding programme requirements, schedules, and procedures.

a Facilitate communication between apprentices, trainers, supervisors, and other stakeholders to ensure smooth coordination and collaboration.

a General administration as required.

**SQA/MA Online Role Specific Duties**

ª Withdrawals and update of addresses on SQA Connect once certification has been received.

**Other Occasional Duties**

ª Answering incoming calls

ª Training room preparation

ª 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.

Work Location: In person