Shared Apprenticeship Scheme
Job Description
Post: Y Prentis Support Assistant
Principal Job Purpose: To contribute to the successful outcomes and ongoing viability of Y Prentis.
Reporting to: Y Prentis Programme Manager
Responsible for: contributing to the successful delivery of the Shared Apprenticeship Scheme on a daily basis through the development of adequate performance measurements and liaising with Apprentice Coordinator in the monitoring of apprentices through the college system, using the Halon system to record progress. Assisting with recruitment, organisation and monitoring of the Training and Development of apprentices into the Shared Apprenticeship Scheme and monitoring progression following completion of the apprenticeship programme. Liaising with construction partners in the reclamation of any outstanding invoice payments. Prepare and submit grant applications to funding body CITB.
AREA OF WORK: Throughout South East Wales
HOURS OF WORK: 35 hours per week
SALARY: £14,500
Duties and Responsibilities:
Coordination
Responsibility for the smooth delivery of the Y Prentis Shared Apprenticeship, in terms of coordinating a range of stakeholders to ensure the best experience is offered to apprentices and host employers.
To include:
To support the co-ordination of the day to day operation of the Shared Apprenticeship Scheme, through the establishment and maintenance of a good working relationship with the construction partners, CITB and colleges operating across South East Wales.
1. Assist in the co-ordinate required recruitment, following recruitment procedure, and ensure all entrants fulfil the eligibility criteria as set out by the Shared Apprenticeship Scheme and CITB.
2. Assist as required in the promotion of the Shared Apprenticeship Scheme through attending careers events, engagement with external agencies, and to provide young people, parents, schools, and other parties with up to date information.
3. To work closely with Apprentice Coordinator to support apprentices, the Shared Apprenticeship Scheme, colleges and sites to ensure each apprentice achieves their framework. Ensuring that all relevant progression and performance information is monitored and capture on the Hanlon system.
4. To provide Line Manager with accurate information on apprentice performance on a monthly basis and any other requested information.
5. To liaise with CITB Y Prentis Coordinator to ensure pre-placement Health and Safety checks are carried out with each host employer to determine suitability of apprentice placement prior to start.
6. To act as the communication point to link colleges and Apprenticeship Officers to the Y Prentis in the coordination of apprenticeship delivery.
7. To work with the Y Prentis Coordinator to ensure the wellbeing of all apprentices, safe guarding learner interests reporting any concerns through agreed channels.
8. Highlight and find solutions for issues preventing continuation of training/achievement and recruitment/retention.
9. To liaise with Employer Coordinator to source and book any additional training as determined by the host employer.
10. To assist in the on-site inductions of all newly appointed apprentices.
11. Provide information for potential apprentice and employer award submissions e.g. NFL, CIH and CITB
12. To support the Shared Apprenticeship Scheme operational Business Plan.
13. To aim to provide an improved service to companies, colleges and the potential to generate revenue for other directorates where possible.
Finance
1. To assist the Management Team in the development of finance, performance and health and safety policies and procedures.
2. To ensure compliance with performance and service standards and to provide the Project Manager with all relevant performance data on a timely basis
3. Ensure that the training database is maintained so that it accurately reflects the current placement and training records of all trainees, monitoring progression and sustainability.
4. Management and monitoring a suitable financial and audit system in conjunction with the nominated Finance Officer.
5. Regular liaison with the Melin Homes Finance team to ensure smooth finance systems and cashflow remains as robust as possible.
6. Preparation of all grant claim information for processing with CITB representative.
7. Prepare and submit all relevant data for payroll purposes.
8. Chase outstanding debtors to ensure good cash-flow and minimise bad debts;
9. To ensure that the appropriate grant claims are submitted within the necessary timescales;
10. Complete any purchasing on behalf of the organisation;
Reporting
1. To assist in the development of a fit for purpose reporting process, with the inclusion of a range of KPIs.
2. Provide monthly performance/finance reports to Programme Manager.
3. To highlight any potential issues around finance, performance which may impact on the successful completion of learners progress and NVQ full framework achievement.
4. Collect monitoring and tracking information from Apprentice Coordinator in relation to all apprentice leavers and completers, using Hanlon’s Skills Register.
Marketing
1. To create a bank of case studies to support the successful marketing of Y Prentis
2. To assist in recruiting school leavers into higher level technical trades.
3. To support the organisation of marketing and promotional events.
4. To attend and host a variety of marketing and promotional events as required.
5. Assist in the management of Y Prentis Website.
6. Responsibility for stock ordering and distribution, with particular reference to Personal Protective Equipment and Tools, including equipment tracking.
General
1. Provide support to the Marketing and Administration Assistant.
2. To undertake any general office functions required such as answer telephone enquiries, distributing and collecting timesheets, taking messages, filing and photocopying.
3. Providing office cover for annual leave, sickness and any other work related absences.
4. Any other tasks deemed commensurate with the level of this post.
5. To drive for work purposes