Basingstoke College of Technology

BASINGSTOKE COLLEGE OF TECHNOLOGY

JOB DESCRIPTION

JOB TITLE:PartnershipsAdministrator

GRADE:Scale 4

DEPARTMENT:Aspiral Learning

RESPONSIBLE TO:Head of Aspiral Learning

MAIN PURPOSE OF POST:

To provide effective administrative support to the department with a focus on administration for partner providers and managing agents.

Working within Aspiral Learning the role will contribute to the achievement of the college’s Strategic Plan:

Strategic Priority

1: A curriculum focussed on skills

Objective: ensuring our work is meeting skills demand in the economy

2: Learners’ skills and experience

Objective: ensuring our learners gain the skills employers needs

3: Our people and culture

Objective: ensuring staff achieve their full potential and deliver the best possible experience to learners and employers

4: Learning resources

Objective: high quality learning resources and accommodation, underpinned by strong financial health

MAIN DUTIES AND RESPONSIBILITIES

• Provide comprehensive administration support for partner providers and managing agents. This includes processing enrolments, withdrawals and completions, ensuring they comply with college requirements.

• Maintain an awareness of ESFA funding rules and eligibility requirements for learner enrolments and completions

• Act as a focal point for partner providers and managing agents with regard to enrolment and completion administrative issues.

• Maintain accurate records of learner progress, including receipt of regular reviews, and highlight delays in receipt of paperwork to partners

• Prepare reports for quality assurance meetings.

• Undertake learner calls on a monthly basis as part of quality assurance processes and prepare analysis reports for distribution to partners

• Monitor student progress reports written by Curriculum areas on a half-termly basis and distribute student reports to managing agents as required

• Maintain up to date due diligence files for all partner providers and ensure summary spreadsheet, including RAG ratings, is current. Diarise updates required accordingly.

• Maintain up to date files for all learners of partner providers and managing agents. Archive paper copies and maintain electronic versions as required

• Participate in monitoring meetings, take minutes of such meetings and follow up resulting actions

• Liaise with other members of the administration team on a weekly basis, and assist others in the department where workloads dictate

• Provide effective administration and recording of the “Hotline” services being first point of contact for learners, employers and staff, including recording enquiries in accordance with the department’s procedures and inputting required data to the CRMS.
• Provide local reception facilities, including responding to general course and other enquiries ensuring the required information is recorded on the CRMS.
• Maintain accurate student records and participate in quality audits of records such as registers and achievement records to ensure funding requirements are met.

• Participate in the administration and analysis of quality assurance, destination and progression surveys.
• Assist in the production and distribution of marketing and publicity materials. Provide administrative support for promotional events and activities as necessary.
• Participate in events including inductions, workshops, conferences and employer meetings.

NOTE:This description is not exhaustive. It is intended to give a general outline of the current duties and responsibilities. Other duties consistent with the position may be introduced after discussion with the jobholder.

PERSON SPECIFICATION

JOB TITLE:Partnerships Administrator

DEPARTMENT:Aspiral Learning

Criteria

/ Essential
( as appropriate) / Desirable
( as appropriate) / Assessment Method (A/I/T)
Qualifications
Level 2 administration qualification /  / A
GCSE grade C or above in English and maths or equivalent /  / A
IT qualification /  / A
Experience
Experienced in dealing with employers /  / A/I
At least 5 years’ experience in an administration role / 
Knowledge and Skills
Competent IT Skills in Microsoft Office, including Word, Excel and Outlook /  / A/I
Competent in using Google suite including Drive, Sheets, Docs / 
Good oral and written communication skills /  / A/T
Good keyboard skills /  / A/T
Excellent interpersonal skills /  / A/I
Personal Qualities
Able to prioritise work load /  / I
Flexible /  / I
Efficient telephone manner /  / I

April 2017Partnerships Administrator