Job Description

Job Purpose:

To provide support to the Administration Manager in the administration of all ESF/ESFA government funded learning through the implementation and use of internal and prime-based systems.

The Role Profile:

The role will involve working independently as well as collaboratively with colleagues to make contributions to the development, implementation, maintenance, and improvement of ELA Training Service's administrative function.

The Administration Officer will be expected to support and engage with different parts of the organisation and interact with internal and external customers.

The Administration Officer will be expected to deliver their responsibilities efficiently and with integrity - showing a positive and professional attitude. The role involves demonstrating effective communication skills (both written and verbal) while adopting a pro-active approach to ensure tasks are completed on time, as required, and ensuring that any issues are addressed or escalated as and when they arise.

The role requires maintaining accurate data which remains full, complete and current at all times.

Key Skill requirements:

Effective communication; verbal, written, interpersonal

Able to work in a fast paced environment

Attention to detail

Task and time management

IT proficiency in Microsoft programmes, MIS systems and E-portfolios

Ability to prioritise to meet deadlines

Analytical and attention to detail

Problem-solving

Requirement to work beyond core working hours when needed

Key Responsibilities and Accountabilities:

Preparation of New Learner/Employer Starter Packs across all contracts

Collaborate with frontline team for any concerns related to enrolment paperwork

Verification and monitoring of start paperwork against audit check lists

Maintain accurate records (paper-based and online) across a range of systems

Logging learners and outstanding compliance actions

Preparation and submission of funding paperwork to Prime Contractor

Support with Awarding Body administration

Support the Administration to create new processes to improve admin processes

Support the Administration team with any work related to audits and/or inspections

Report any issues with compliance and/or performance to line management

To support the main administrative requirements in the absence of the Administration Manager as and when required

Updating MIS and E-portfolios as necessary

To support with additional administration tasks as and when required by Senior Leaders i.e. Head of MIS, Admin and Compliance

Undertake regular data cleansing across systems and documentation

Collaborate with frontline team for any concerns related to enrolment paperwork

Updating the weekly sheet with the learner's enrolment status in different stages

Monitor all e-signature mails and chase signatories in pending status until status is completed

Obtain or apply for ERNS and ensure they are updated on the weekly starts sheet and across paperwork

Obtain or apply for PLR to be added on the weekly start sheet and saved on the learner folder on the SharePoint

Sending completed enrolment pack to Strode and responding to strode paperwork queries

Adding learner details on the equal platform

Exam invigilation where necessary.

Additional Responsibilities may include but not be limited to:

1. Assist with procurement and distribution of office and IT equipment to staff members

2. Manage stationary and utility resources upon request

3. Support trainers' advance requests when reasonable to do so (printing, photocopying, booking the conference room, etc.)

4. Minute taking for meeting as and when required

5. PICS and OneFile navigation for verification purposes (and possibly data entry)

6. Generate reports

7. Participate in admin mailbox management

Job Type: Full-time

Pay: AED4,000.00 - AED4,500.00 per month

Ability to commute/relocate:

Dubai: Reliably commute or planning to relocate before starting work (Required)
Education:

Bachelor's (Required)
Experience:

Administration: 2 years (Required)
License/Certification:

* Sponsor visa (spouse/father) (Required)