Apprenticeship Coordinator

Engineering Apprenticeship Coordinator

Responsible to: Head of Engineering

Purpose: To provide a comprehensive administrative service to the Engineering team, including ESFA (Education Skills Funding Agency) funding processes and the coordination of the Apprentice recruitment service, employer engagement and supporting the service delivery of the Engineering team

**General Duties and Responsibilities**
- Ensure all ESFA (Education Skills Funding Agency) administrative funding requirements are met by:
1. Understanding the Apprenticeship Funding Rules and keeping knowledge current

2. Efficient administration of all learners

3. Advising the training team of requirements

4. Ensuring all contractual documents are completed

5.Effective, timely, accurate and efficient use of the ESFA Funding Claim software (PICS)

6. Meeting claim deadlines

7. Liaising with training teams and employers to ensure records are accurate

8. Carrying out internal checks to ensure compliance
- Coordinate the Apprentice recruitment service for employers, which includes:
1. Communicating effectively with employers, apprentice applicants and training staff regarding the recruitment process
2. Coordinating and administering all recruitment processes efficiently and documenting activity accurately
3. Conduct initial assessments of applicants
4. Matching applicants to appropriate vacancies
5. Ensure accurate tracking and status recording of all vacancies and applicants
- Support the operation in Employer Engagement including promoting HWGTA to new and existing employers, ensuring that they are aware of the benefits of employing and supporting Apprentices and finding suitable apprenticeship vacancies
- Ensure that outstanding levels of Customer Service are shown to all Applicants, Apprentices, Employers and Colleagues
- Provide general administrative support to the Engineering team
- Deal with routine and non-routine enquiries and correspondence, both internally and externally
- Maintain accurate and complete records of correspondence and transactions
- Deal with visitors to the organisation
- Deal with incoming calls to the organisation
- Attend and represent the Association at careers events and skills shows where required

**All Staff Duties**
- Achieve agreed targets as specified in the HWGTA Strategic Plan, Quality Improvement Plan, Budget, plus any personal development plan targets and contribute generally towards the achievements of the objectives of the Association
- Respond promptly and effectively to requests for information and assistance from customers, managers, and colleagues
- Maintain safety standards in line with the Health & Safety at Work Act and other appropriate legislation
- Carry out duties in line with
- Equality, Diversity and Inclusion policy
- Safeguarding policy (including safer recruitment)
- Sexual Harassment and Abuse policy
- Health and Safety policy
- GDPR, data protection and confidentiality policies
- Apprenticeship Programme Goals
- Purpose and core values
- Self-assessment and strategic plan
- Other relevant quality procedures
- Act as a positive role model for apprentice learners and as an excellent ambassador for HWGTA with all external contacts
- Maintain the image and reputation of the Association within the membership and all associated organisations, customers and general public
- Take appropriate action for self-development to improve personal effectiveness
- Undertake all reasonable requests from the Chief Executive and the Line Manager for work activities
- Where any significant work responsibilities emerge, these will be discussed and negotiated with individuals in advance, taking into account current workload and documented separately

**PERSON SPECIFICATION**

**Essential **Qualifications**

GCSE Grade C (Or equivalent) in English & Maths

**Desirable Qualifications**

Business Administration NVQ Level 3 (or equivalent)

**Essential** **Experience**

Proven track record in delivering effective administrative systems & customer service

Experience of ESFA funding claims

**Desirable Experience**

Work based training/ Apprenticeship administrative processes and/or software (PICS)

Recruitment Coordination

Knowledge of and experience with local businesses

**Essential Skills, Knowledge and Abilities**

Excellent written communication skills

Excellent verbal communication skills

Good IT skills specifically in Microsoft Word and Excel

Excellent organisational skills

Ability to manage workload and priorities effectively

**Desirable Skills, Knowledge and Abilities**

Evidence of creative flair and imagination

**Essential Personal Attributes**

Excellent interpersonal and communication skills

Confidence with working with people

Confident

Approachable

Conscientious

Good team-player

Flexible

Capable of independent working

**Desirable Personal Attributes**

Sensitive to client needs

Tactful

Able to mix with all ages

Good listener

**Circumstances**

Car driver (desirable)

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