Administrator - Stansted Office
Location: Stansted Office
Working Hours: 8.30 am to 5.00 pm OR 9.00 am to 5.30 pm, 1 hour lunch Monday to Friday 37.5 hours per week
Reports to: Head of Administration and Project Coordinator
Contract Type: Permanent.
Salary: £18,000+ depending on experience
An experienced Administrator is required to carry out data input, develop and maintain spreadsheets, reconcile financial submissions and receipts from our partners and all general administration tasks as required. Accuracy and high quality is required and an awareness of time management is essential to ensure that all records and administration are audit and contract compliant within tight deadlines.
Main Tasks & Responsibilities
- To collate and check all learner forms and make up concise learner files.
- To carry out accurate data entry onto the relevant data systems, a knowledge of PICS would be an advantage.
- To create and maintain Excel spreadsheets where required.
- To check financial submissions and receipts from our partners and submit quarterly claims following corporate guidance to meet deadline
- To chase missing paperwork and resolve errors with partners to ensure audit compliance
- To answer telephone enquires relating to the projects or finance queries and to accurately file all learner paperwork in a timely manner
- To liaise with advisers and external partners by telephone and email.
- To work as part of the team in ensuring that the systems and processes are adhered t
Skills and Attributes
|A business administration, customer service or IT qualification||√|
A knowledge of Expense Reconciling, Invoices and Spreadsheets
|A good working knowledge of Excel, Access and IT – Intermediate level required||√|
A knowledge of Pics would be desirable but not essential
|Knowledge / Technical Skills
|Good IT and data Inputting skills with a sound knowledge of various administration tasks||√|
|Experience of databases ideally with experience of PICS||√|
|Ability to reconcile expenses and receipts||√|
|Methodical approach to work with the ability to prioritise||√|
|Good customer service skills and confident in dealing with telephone queries, project enquiries and complaints||√|
|Proven and successful record of working in a busy administration office and knowledge of a variety of administration tasks.||√|
|An empathetic, non-judgmental and ethical approach.||√|
|Excellent communication skills – pleasant and professional manner - well spoken – clear, intelligible; good standard of written communication – grammar and spelling.||√|
|The ability to build a good rapport with Learners, Training Providers and Employers √||√|
|Discretion & Confidentiality – ability to demonstrate and exercise discretion and confidentiality in terms of all data and data subjects; high level of sensitivity to and awareness of parameters of role, as well team and wider relationships.||√|
|Team player – ability to work effectively within the designated team and wider head office support teams, as well as independently; keeping others informed duly taking into account any pertaining discretion / sensitivity / confidentiality.||√|
|Organisation & Motivation – able to work in a structured manner, prioritising tasks and coping with peaks and troughs calmly and responsibly, and to target/timelines.||√|
|Flexible, adaptable and resourceful – ability to respond according to tasks and situations appropriately, as they arise.
|Commitment & Time-Keeping – able to demonstrate full attendance and punctuality within the designated hours of the role.
|Personal Appearance – Smart and presentable at all times.||√|
Note: These duties are a guide to the work the post holder will initially be required to undertake. Amendments may be made from time to time as part of our continuous professional development process and as the role evolves to meet changing circumstances and these do not form part of the contract of employment.
How to Apply