Job Title: / Contract Assurance Co-ordinator
Reference No:
Reports to: / CommercialManager - MTC
Responsible For:
Grade: / GradeD
WorkingHours: / 37 hours per week
Faculty/Service: / Enterprise and Innovation
Location: / The IndustryCentre.
Main Purpose of Role: / To manage the administration, compliance and accurate claiming of ESF / SFA funding in line with University of Sunderland and funding contractor guidelines / requirements.
KeyResponsibilities
andAccountabilities: /
- Create, manage and maintain contract tracking system to support business decisions and monitor contract performance and compliance.
- To be responsible for understanding, interpreting and application of the funding body guidelines for all contracts, in order to maximise funding and minimise risk of claw back.
- Manage and execute quality and financial audits to provide assurance that all contractual obligations are being met.
- Manage the claims process ensuring information and supporting evidence are submitted to the funding provider in a timely manner in line with requirements
- Identify trends in management information and drive forward opportunities for continuous improvement
- Actively seek ways to improve the service, reduce costs, improve procedures and develop excellent service provision.
- Accurately forecast income / contract outcomes in line with contract KPI’s
- Be responsible for compliance with all quality standards within ESF / SFA funded provision
- Manage and maintain an effective, efficient filing system (both electronic & paper-based) of documented evidence / paperwork to ensure contractual obligations are met.
- Develop, manage and communicate administrative systems and procedures in order to effectively adhere to ESF / SFA guidelines, maximise funding and minimise claw back.
- Communication effectively and efficiently with key colleagues across the University of Sunderland.
- Communicate confidently and professionally with funding body personnel.
- Ensure all sensitive data is held securely and remains confidential
- Carry out HR duties in line with company procedures
- To cover absences of colleagues to maintain continuity and achievement in agreement with line manager
- Any other duties as commensurate with the position
Special Circumstances: / Flexibility in relation to working arrangements is essential. Occasional out of hours working may be required as the role holder may be expected to work additional hours at peak times of the year.
Annual leave may be restricted to certain times of the year.
Part 2A: Essential and DesirableCriteria
Essential
QualificationsandProfessionalMemberships:
●NVQ level 3 Business Admin or equivalent Administration / Compliance experience
●English and Maths at GCSE (grade C or above) or equivalent
Knowledge andExperience:
●Significant experience of working in a similar role, co-ordinating administration & compliance in a commercialenvironment
●Extensive knowledge of the training sector and ESF / SFA funding
●Proven track record of building productive relationships with both internal and externalstakeholders
●Experiencedindeliveringanddeveloping audit reports, compliance action plans & management information
●Excellent organisational skills
Expertise:
●Proficient use of Microsoftpackages
●Excellent communication skills, both verbal andwritten
●Ability to work on own initiative and to meetdeadlines
●Promotes learning and skills development withothers
●Engages in updating of knowledge and trainingactivities
●Problem solving and decision making
Attention to detail and high level numerical skills
Knowledge andExperience:
●Knowledge of CRM / MI systems
●Experience of ESF / SFA contracts & compliance requirements
●
Part 2B: Key Competencies
Competencies are assessed at the interview/selection testing stage / Analysis andResearch
- Establishesbasicfactsbycarryingoutappropriateenquiries
- Produces full and accuratereports
- Identifiesandusesarangeofsourcesandtypesofdata
- Producesreportsthatcombinedifferenttypesofdata
- Designsandusesdatagatheringandanalyticalmethodsappropriatefor eachinvestigation
- Recognisesandaccuratelyinterpretspatternsandtrends
- Recogniseswhenadditionaldataisrequiredandidentifiesappropriate sources
- Produces reports that identify key issues and findings
Communication
OralCommunication
- Summarisesandinterpretscomplex,conceptualandspecialmatterstoaid others’understandingandaimedattheirneeds
- Usesappropriatestylesandargumentstoinfluenceandnegotiate satisfactoryoutcomes
- Monitors understanding of others, develops approach and takes corrective action ifrequired
- Anticipatestheothers’needsforinformation
- Adjuststhelevelofcontenttosuitaudienceswithvaryinglevelsof understanding andability
- Providesinformationinasuitableformatsothattheothers’needsaremet
- Usesarangeofdifferentformats,chosentothediverseneedsandensure understanding
Decision Making
IndependentDecisions
- Considerswiderimpactofdecisions,assessespossibleoutcomesandtheir likelihood
- Usesjudgementtomakedecisionswithlimitedorambiguousdataand takes account of multiplefactors
- Distinguishesbetweentheneedtomakeadecision,whentodeferandwhen nottotakeadecision
- Helpsotherstoexploreoptionsthatinitiallyappeartobeinappropriateor unfeasibleandrecognisewhenadecisionisorisnotneeded
- Enablesotherstocontributetodecisions
- Ensuresthatoptionsareweighed,outcomesidentifiedandchancesof successconsidered
- Challengesdecisions,appropriatelytoensureconsiderationandprocesses arerobust
- Anticipatesandhighlightsissuesthatneedtobetakenintoaccount
- Outlinespossibleimpactingfactors,assessingtheirdegreeofinfluenceon the choice ofoptions
- Ensurespreviouslearningisincluded
Initiative & ProblemSolving
- Solvesstandard,predictableproblemsinaccordancewithproceduresand precedent
- Adaptsapproachestoproducesuitableandacceptablesolutions
- Analysesproblemstoidentifytheircause
- Takesactiontopreventrecurrenceofproblems
- Considerspossiblesolutionstoidentifythosewhichofferwiderbenefits
- Obtainsevidencetosupportintuition
Liaison and Networking Liaison
- Ensuresthataccurateinformationispassedontothemostappropriate peopleinatimelyfashiontoimproveworkingpractices
- Co‐ordinatesowneffortwiththatofotherssotheworkiscompleted effectively in line with teamobjectives
- PromotesapositiveimageoftheInstitution
- Worksacrossteamboundariestobuildandstrengthenworking relationships
- Sharesinformationandideastohelpothersdeveloptheirpractice
- Isinvolvedinnetworkstopursueasharedinterestasarequirementoftherole
- Activelyseekstobuildproductiveandenduringrelationshipsbetweenteams tostrengthenworkingrelationshipsandfostercollaboration
- Leadsanddevelopsinternalnetworkstopursueasharedinterestand influence eventsor decisions
- Leadsandbuildsrolerelatedexternalnetworkstoenhancetheworkofthe Institution
- Activelyseekstobuildproductiverelationshipsbetweenexternalbodiesto benefit theInstitution
Planning and OrganisingResources
- Suggestswaysofimprovingworkingpracticeanduseofresources
- Createsrealisticplanstoachieveowndeadlinesandobjectives
- Monitorsprogressofselfandorotherssothatcorrectiveactioncanbetakenif needed
- Activelyseeksinformationtosupportplanningandprioritisationofwork
- Ensuresthattimeandresourcesareusedeffectivelytotheirmaximum efficiency
- Checksandreportsonprogressandachievementagainstplanstokeyparties
- Developsplanstotakeaccountofproblems,delaysandnewpriorities
ServiceDelivery
- Hasaccurateanduptodateknowledgeofservicesavailableinownand relatedareasofwork
- Adaptsservicesandsystemstomeetstakeholders’needsandidentifieswaysof improvingstandards
- Learnsfromcomplaintsandtakesactiontoresolvethem, and prevent future occurrences.
- Collatesfeedbackandviewsfromstakeholders andkeepsup‐to‐datewith markettrendstoinformservicedevelopmentandmakechanges
- Activelypromotesservices
Date Completed: / March 2013