Office Administrator

Job description

Position: Admin/Data officer

**Main purpose of the job**

**Accuracy and attention to detail is very important so please add the word BANANA after your surname.**
A business-critical role with full ownership and accountability for the company's compliance, claims, audit, and admin functions, across a variable range of direct contracts. Training will be given.

You will be responsible for conducting monthly internal audits, managing learner data, completing clean funding claims, work with awarding bodies and day to day office support.

**Key Competencies**
- Ability to work independently with little
- Organisational skills supervision
- Excellent IT skills
- Team working
- Problem solving skills
- Planning
- Initiative
- Multi-tasking
- ability to ‘make things
- Reliability and discretion: you will often happen’ learn of confidential matters
- Attention to detail
- Adaptability
- High work standards
- Communication, negotiation and relationship-building skills

**Main Job Tasks and Responsibilities**
- Ensure the work environment is tidy and organised
- Have and maintain an organised approach to all tasks
- Accurate inputting of learner information into the available systems including paper files, CRM and Information software with a 0% error rate (error rate must be less than 0.5%)
- Registering learners with the relevant awarding body in accordance with agreed timescales
- Liaise with and support teaching staff and ensure that they understand the audit requirements in line with funding requirements and that audit errors are rectified in a timely manner
- Preparing paper-based learner files for the archive and keeping an index of where they are stored
- Undertake and/or co-ordinate monthly audits
- Co-ordination of GMCA surveys including learner questionnaires and progressions
- Ensuring all Health and Safety and Safeguarding requirements are met
- Liaising with other teams to ensure timely and accurate processing of learner information to ensure that weekly targets are met
- Identification of ‘at risk’ learners
- Adoption of a flexible and versatile approach to work in order to achieve company and individual targets
- Management of learner record data including the entry, collection, collation, accuracy and data returns to the funding body
- Responsible for producing monthly ILR submission file
- Keep up to date on GMCA/ESFA’s changes in funding and learner data requirements including the regular updating of the Course Directory
- Run PDSAT reports regularly, in particular prior to ILR submission to ensure the learner data is accurate.
- Check and correct errors from the Funding and Monitoring Reports post each ILR submission to ensure the learner data is accurate
- To ensure timely achievement by working and supporting the Tutors on student progression and achievement
- Promote the need for data accuracy and develop and improve the service the MIS provides
- Must be aware of safeguarding procedures and ensure that the learners are safe at all times and report any concerns immediately to the Designated Safeguarding Officer.
- Preparation of reports for Management
- Any other duties which are consistent with the grade and purpose of the job role

**Person specification Essential/**
**Desirable**

**Education and Experience**

Relevant qualification(s) in IT and/or Administration at level 3 or above - Essential

Maths & English equivalent to grade C or higher at GCSE level - Essential

Have at least 3 years’ experience in working in the administration of funded programmes - Desirable

Training in the use of Yeti’s or similar MIS database system -Desirable

A sound understanding of audit requirements and experience of undertaking audits - Desirable

Experience of accurately creating, inputting and maintaining learner information records electronically - Essential
Running monthly reports using MIS system - Desirable

Experience in using the Microsoft Office Suite - Word, Excel - Essential

Experience in managing own workload, prioritising tasks and meeting deadlines -Essential

Complete understanding of the GMCA/ESFA funding rules, data requirements and audit - Desirable

Knowledge in ESFA’s FIS (Funding Information System), PDSAT (Provider Data Self
- Desirable

**General Requirements**

Commitment to the Company’s mission, vision and standards including safe and healthy Essential working practices, equal opportunities, confidentiality and dignity and respect at work

Participation in all mandatory training and other appropriate training events - Essential

Participation in performance reviews and identification of own training needs -Essential

“Right first time” approach to work -Essential

Commitment to continuous professional development
- Essential

Willingness to be flexible -Essential

Adherence to the highest standard of customer service -Essential

Ability to work under pressure and to tight deadlines -Essential

Willingness to be flexible in approach to work -