Skills Training Co-ordinator

JOB PURPOSE

The post-holder will be required to manage the Skills Training administrative activities and processes across the College Campuses. The post-holder will work under the direction and guidance of the Training and Apprenticeship Manager to ensure effective operation and delivery of a range of training services to students.

This will involve management of the staff and all administrative processes associated with the following areas:

• NI Traineeships

• Apprenticeships NI – including Higher Level Apprenticeships

• Training contracts with external organisations

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

The postholder will have responsibility for any or all the following duties:

Monitoring and Placement

The postholder will have cross college responsibility for a team of Monitoring and Placement Officers and the administrative processes attaching to the job. This will include responsibility for the processes which underpin:

• The development and consistency of all documentation and authorisation procedures and ensuring that these are adhered to

• Ensuring PTPs are completed according to the operational requirements

• Liaising with external training organisations in the delivery and administration of ApprenticeshipsNI, NI Traineeships and Advanced Technical programmes ensuring at all times that agreed audit procedures are observed

• Informing and liaising with employers, apprentices/trainees and staff on all matters relating to the efficient operation of skills training programmes

• Setting up and carrying out procedures to assess the compliance of the workplace with health and safety, insurance cover and other relevant criteria

• Ensuring procedures are followed in informing Apprentices/Trainees of the rules and regulations of their training programme including holidays, absence reporting and completion of all necessary documentation

• Ensuring Apprentice/Trainee attendance is monitored in college and in the workplace to assist with retention and the payment of Apprentices/Trainees, liaising with employers as necessary

• Providing support for recruitment and marketing initiatives including open days, parents’ evenings and interviews as required

• Linking with the College Learning Support team and promotion of the specialist support service through liaisons with the SRC Learning Support Coordinator and SEN Coordinators in feeder schools

• Contributing to the interview, enrolment and induction process to identify students with learning needs and specific learning difficulties and/or disabilities

• Liaising with Learning Support staff in setting up systems to identify and support the specific learning needs of participants with learning difficulties and/or disabilities

• Maintaining an asset register for specialist equipment bought with TFS/AppNI funds issued to participants and collect equipment from participants following the completion of their course of study

• Contribute to the support for student residential and other activities/projects both on and off site

Budget and Data Management

The postholder will have cross college responsibility for the management of data and coordination of the claims process, the data processes attaching to TAMS, TMS Database and EBS and the administrative processes attaching including:

• Preparing and processing claims for payment including 3rd party claims, travel claims, modular claims, monthly claims or any other claim relating to the current programmes

• Administering and checking the input of all participant details onto TAMS, TMS Database and EBS software packages and HLA Portal

• Developing and maintaining attendance systems for recording trainee attendance where necessary

• Dealing with payroll and travel queries

• Claiming milestones achieved

• Monitoring outstanding certificates

• Preparing budget projections for the ST Department and DFE

• Compiling statistics and other information for Senior Management/DfE Audit as required

Operational / Compliance Responsibilities

• Assist with the development, implementation and monitoring of operational and administrative policies and procedures to ensure compliance with college and funder’s requirements

• Assist with the development and implementation of a robust reporting mechanism to include Tripartite Agreements and Personal Training Plans which sets out a framework for compliance and applies a consistent approach to the review and management of the programmes

• Assist with the development and implementation of a process for audit and verification ensuring procedures meet operational requirements

• Liaise with Faculties and contribute to the preparation and submission of annual funding proposals

• Engage with DfE and associated funders on operational matters

• Contribute to the collation and checking of information requests for audit

• Deputise for Training and Apprenticeship Manager (TAM) as requested

People Management

• Be responsible for the leadership and management of all staff employed in the designated area of responsibility

• Act as the line manager for staff on issues including conduct and discipline, performance management, attendance management, staff appraisal and staff development

• Ensure that effective arrangements are in place for staff development and that performance reviews are conducted in accordance with agreed procedures

GENERAL

• Participate in the enrolment cover rota as appropriate

• Be required to undertake work outside normal working hours on occasions

• Provide reports, written and oral, as required

• Ensure that all documentation and authorisation procedures are adhered to

CONDITIONS

• Promote the College positively at all times

• Abide by all College procedures and ensure these are implemented in area of responsibility

• Within the context of the post, ensure full compliance with College health and safety requirements

• Within the context of the post, ensure full compliance with College equality requirements

• Any other duties appropriate to the grade and post, as assigned

The location of the post will reflect the needs of the College and may be changed subject to the requirements of the College. Duties may change as the College develops, therefore the person appointed will be expected to be flexible in relation to duties performed as required.

It is anticipated that the post-holder will be required to adopt a flexible approach to the duties and responsibilities as outlined in this Job Description.

This is a description of the job as it is at present constituted. It is the practice of the College to periodically examine employees’ job descriptions and to update them to ensure that they relate to the job as then being performed or to incorporate whatever changes are being proposed. This procedure is normally carried out through discussions between the post holder and the line manager. It is the College’s aim to reach agreement to reasonable changes following consultation with the post holder.

Personnel Specification

Applicants must as a minimum, meet all the essential eligibility criteria listed below.

Eligibility Criteria

Essential

A level 5 qualification (or higher) in any related area (e.g. HNC/D or above).

A pass grade at GCSE Level in English Language or Essential Skills Level 2 in Literacy or an equivalent qualification.

A pass grade at GCSE Level in Mathematics or Essential Skills Level 2 in Numeracy or NICATS Access Maths Modules or an equivalent qualification.

A minimum of two years’ (within the last five years) experience in administration including using management information systems and processes.

Experience in using Microsoft Office applications, particularly excel.

A minimum of one year’s experience (within the last five years) of leading or working within a team.

Desirable

A minimum of one year’s experience of maintaining a budget.

A minimum of one year’s (within the last five years) experience in managing staff.

Knowledge of the Training for Success / Apprenticeships NI / HLA programme.

Other Essential Requirement

The role will entail travel between sites, and you are required to demonstrate how you are able to meet this requirement, e.g., whether you hold a full (i.e.) not provisional, current driving licence which enables you to drive in Northern Ireland, and a car for official business, or have access to a form of transport which will enable you to meet the requirements of the post.