Job Description

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 Publish completed start paperwork to Candidate SharePoint document library.

a Update the Candidate tracker on receipt of any new starts.

a Collate core skills and qualification summaries and store on candidate SharePoint library/OneNote.

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 Follow up any validation anomalies from FIPS with candidates/managers/MA Team

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 Register candidates for appropriate Group Award (GA) within 4 weeks of start date.

ª Register candidates on appropriate MA Online system for Apprenticeship Framework within 4 weeks of start date.

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

ª Process certifications once candidate SharePoint files have been audited and are satisfactory.

ª Scan and store copy certification on Candidate SharePoint sites and post certificates to Candidates home address and update addresses on SQA Connect

Other Occasional Duties

ª Answering incoming calls

ª Training room preparation

ª Responding to customer emails

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.

Job Type: Full-time

Pay: £16,000.00-£20,000.00 per year

Work Location: In person

Elite Training and Consultancy (Scotland) Ltd

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