Job Title: Shared Services Administrator

Reporting to: SFA Claims and Data Team Leader

Role Overview:

To provideadministrative support to the Claims Team Lead and admin department.

Principle Accountabilities:

  • Provide support and administration duties for the Claims Team Lead.
  • Undertake all general administration and other support activities to achieve project and contract objectives.
  • Be responsible for timely and accurate data entry on to relevant external and internal systems.
  • Ensure that all systems and paperwork complies with audit requirements.
  • Assist with the compilation of management information reports, data extraction queries and reconciliations of data as and when required.
  • Responsible for checking through learner paperwork received from operations, and highlighting and informing the operations of missing information.
  • Help to maintain departmental timeframes, around our 5 day rule to obtain any information missing and enter learner data onto PICS.
  • Help to maintain the ESF Learner evidence, and record of missing paperwork and inform Operations/Subcontractor to ensure this is received promptly to complete the audit trail for every learner file.
  • Register candidates at start of programme with the awarding bodies and claim certificates when they have achieved their programme.
  • Carry out monthly checks of all learner files ensuring files are up to date. Chase TA’s/Subcontractors for missing paperwork and on programme evidence each month.
  • Responsible for data entry of learners onto PICS.
  • Carry out checklists to assure compliance requirements.
  • Keeping track of all learner progress on programmes.
  • Monitor stationery stock required by the ESF administration and arrange for new supplies to be ordered as appropriate.

GENERAL RESPONSIBILITIES:

  • Ensure that you work to the IXION Group’s vision, values, objectives and priorities and are strongly committed to them
  • Understand and adhere to all responsibilities to ensure that the quality requirements of IXION’s Quality Assurance Framework, the prime contractor, funding body, OFSTED, DWP Quality Framework, or any other contract stakeholder, are maintained
  • Promote the principles of Equality and Diversity and ensure that the policy is fully applied at all times
  • Understand and be committed to all personal responsibilities under Health & Safety and Safeguarding procedures, and ensure that the policies are adhered to at all times
  • Ensure that the Code of Conduct, Data Protection, Harassment & Bullying, Confidentiality, Anti-Fraud, Data Security and all other policies of the Company are fully applied at all times
  • Strictly adhere to all IXION processes and procedures
  • Ensure individual expertise and subject area knowledge is up to date through Continuous Personal Development, including sharing good practice, engaging with training and acquiring / maintaining any individual qualifications required for the role.
  • Work flexibly in the field and across offices, as and when directed by line manager.
  • As necessary, and in addition to the above, undertake other activities commensurate with the nature of the post.

Core Competencies

All IXION employees are required to demonstrate a number of core competencies

  • Self management – manage workload effectively
  • Relationship management – develop and maintain productive relationships with your Team, Management, Clients, Partners, Sub contractors and all key stakeholders.
  • Customer and Employer focused – committed to understanding client aspirations, supporting their needs.

Attitudes & Behaviours

  • Represent IXION in a professional manner on all occasions.
  • Strive to improve practice to be creative and innovative and work towards continuous improvement
  • To adopt a co-operative approach to delivery by maintaining and promoting effective communications, sharing good practice across the organisation and with externally.

Experience and Qualifications required

Essential

  • Excellent IT skills that include Word, Excel, and Outlook.
  • Ability to meet tight deadlines, prioritise work and work under pressure.
  • Possess an understanding of the Learner Journey process.
  • Good team player and able to work on own initiative.
  • Customer focused with excellent communication and interpersonal skills.
  • Good telephone manner.
  • Excellent organisational skills.
  • Ability to multi-task.
  • Good attention to detail & accuracy.
  • Good time management.

Desirable

  • An understanding of PICS data entry.

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IXION is committed to safeguarding and promoting the welfare of all learners/customers, and expects staff to share this commitment.

All Roles will require a basic DBS Disclosure check due to the nature of the work to be undertaken.

Shared Services AdministratorJune 2017Page 1 of 3