- Posted: 13/11/2017
- Job Ref: 129100234
Our client is a not-for-profit social enterprise. They deliver a range of services nationally, with a specific focus on the South West. Providing contracts that support businesses, young people and adults through key transition points and helping develop skills and making decisions. They deliver services and training that build aspiration and turn it into achievement, unlocking potential and developing individuals and organisations.
As a Project administrator in Taunton you will report to the contract's manager by:
- Receiving and processing original project paperwork from providers and project staff, in accordance with the project requirements including compliance and quality checks;
- Data inputting of learner records;
- Maintaining efficient project financial claims processes;
- Maintaining accurate files, e-files and records;
- Complete audit checks.
Main Duties:Project Administration
- To ensure project paperwork is contract compliant and meets the expected quality standard;
- To input learner data onto the appropriate databases/CCIS systems as detailed on ILRs and other project paperwork in a timely manner.
- To check funding claims from sub-contractors against sub-contracts to ensure that the correct rate is being claimed, the claim is mathematically correct, the correct documentation has been provided and that it does not exceed the contracted limits;
- To use the relevant reports as a tool for chasing outstanding ILRs, invoices, claim forms and associated project paperwork;
- Progressing queries on invoices, claim forms and project paperwork, liaising with providers, project staff and accounts department as necessary;
- To operate as a focal point for project paperwork and claim enquiries and to deal with customer enquiries positively and efficiently, maintaining a record of queries and responses and updating the relevant procedures where appropriate;
- To respond to queries raised by funding bodies with regards to learner data, escalating to the Contracts Manager appropriately;
- To organise quality visits and compile reports as directed by the Contracts Manager;
- To plan and implement audits for contract compliance and quality as directed by the Contracts Manager or project manager(s);
- To work sharing good practice and project information to improve the efficiency of the team, working in close collaboration with the Contracts Manager and other relevant staff;
- To present a positive image of the Careers South West Service to employers, learners, providers, partners and stakeholders;
- To organise and maintain a diary to prepare for actions and events efficiently, dealing with telephone, fax and e-mail messages and correspondence and despatching internal and external mail, maintaining accurate and up-to-date filing and e-filing systems (including project folders, learner files, provider files, claim files, etc) in line with contractual requirements ensuring that the required evidence is available for audit;
- To provide administrative support to the Contracts Manager (which might include at busy times filing and photocopying contract documents, assisting with the tendering process and archiving contract files);
- To provide administrative support to project staff (which might include booking provision);
- To provide administrative support to other areas of the organisation as required;
- To organise meetings and hospitality as required and where requested to attend, record and produce minutes of meetings as required and take appropriate follow up action;
- To negotiate and review with your line manager personal objectives, outcomes and training needs within the staff performance, appraisal and development scheme and take responsibility for personal professional development;
- To ensure that all company policies and procedures including confidentiality, equal opportunities and health and safety policies and procedures are adhered to at all times;
- To embrace and optimise the use of ICT within the role;
- To be aware of the principles of the data protection legislation and of the current
- partnership codes of practice;
- To adhere to the company policy of commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults and to ensure that safeguarding arrangements are in place and are complied with.
For more information about this Project administrator role please contact Robyn Ough at Pertemps, Exeter: 01392 826060 / Robyn.Ough@pertemps.co.uk