Work Based Learning Administrator

Main Duties and Responsibilities 1. To assist in the implementation and updating of systems for the efficient and effective recording of the colleges work particularly in the area of Workbased Learning. 2. To liaise and communicate with staff on all issues in relation to student, curriculum and timetabling information and to assist with the provision of on-site support to staff, including helpdesk services where appropriate. 3. To be the point of contact and deal with all administration associated with the provision of Construction Skills Register (CSR) on Campus (when needed) including data input. 4. To deal with all administration associated with Workbased Learning programmes to include, Skills for Life and Work, Apprenticeships NI, Traineeships, Entitlement Framework, Further Education and other Departmental Programmes. Collating information on the College Management Information Systems and external agencies. 5. To assist in maintaining detailed records of trainees, participants and/or students, organise and maintain appropriate filing systems ensuring student, curriculum and timetabling data is kept secure at all times and records are appropriately maintained for audit. 6. To liaise with Department for Economy / Jobs and Benefits Office, external agencies and employers and ensure the efficient transmission of all proforma between organisations to meet the required deadlines. 7. To assist in maintaining detailed records of employers and other partner organisations. 8. To keep up to date with relevant operational requirements and ensure compliance with all aspects. 9. Preparation and running of trainee/participants wages and expense payments on a weekly basis on the management information system and the monthly claim liaising with finance department where appropriate. Operate College financial accounting systems and records in accordance with college procedures e.g. Bankers’ Automated Clearing System (BACS) and Agresso. 10. To check and approve payments to trainees and associated supplier of services e.g. taxis, childminders. 11. To assist in the preparation of financial claims for all Workbased Learning programmes. 12. To assist in the preparation and compilation of statistical information extracted from the College Management Information systems on trainees/participants as requested. 13. To contribute to the College quality assurance processes by developing and implementing procedures and documentation. 14. To provide information to employers/other Workbased Learning organisations/subcontractors etc. as agreed between these organisations and the college. 15. To maintain progress files, including word processing of records. 16. To develop and maintain office procedures including maintaining databases and relevant filing system e.g. employer, partner organisations, trainee qualifications, tracking sheets etc. 17. To carry out a range of administrative support including email, photocopying, faxing, duplicating and preparing agendas/minutes. 18. To liaise with auditors and other internal or external stakeholders as required. General duties The post holder is expected: • To promote and raise the profile of the College and the services it provides to the local business and civic community; • To promote and actively contribute to the Colleges’ Mission, Vision and Values; • To fully comply with and actively promote College policies and procedures; • Within the context of the post, ensure full compliance with College Health and Safety requirements; • To comply with and actively promote College policies and procedures on all aspects of Equality; • To participate in staff training and development activities to update and enhance own knowledge, skills and professional competence needed to carry out the role effectively.

This job description is not prescriptive, and the post holder may be expected to undertake other duties appropriate to the grade as may be assigned by the Chief Executive or his nominated officer(s).

Terms and Conditions of Service All terms and conditions of employment for this post are those as laid down by the Association of NI Colleges non-teaching negotiating committee and are drawn from the conditions of service of the NJC for local authorities’ staff.

Hours of work: 36 hours per week

Salary Scale: Band 3 Points 5 – 6 (£23,500 - £23,893)

This post is regarded as a regulated position under The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007. South West College is an equal opportunity employer.

Personnel Specification Essential Criteria • Relevant qualification at level 3 or above; • GCSE English Language and Maths (Grade A* - C) or equivalent; • A minimum of 6 months experience working within a busy office environment; • Excellent IT skills and strong working knowledge of Microsoft Office; • Good organisational skills with the proven ability to prioritise and manage workloads to meet deadlines

Desirable Criteria • A business, admin or IT related qualification or experience working within these areas; • A qualification at Level 3 or above in an Information Technology discipline.

Other • Access to a car and able to travel between campuses and other business use as required or ability to demonstrate mobility