Brief overview of the role

As a Business Support Administrator you are responsible for providing an excellent and accurate service to all within the Business. You will provide day to day support for our Assessors and Managers by devising and maintaining effective administrative systems and detailed accurate reporting.

Vacancy Description:

Main Duties and Key Responsibilities

Ensure a professional service is maintained at all times in compliance with Riverside Training’s Strategic Plan adhering to the companies Mission Statement, Guidelines, Policies and Procedures.

These will include:

MONTHLY CLAIM

• To process the monthly Claim payments utilising the selected software systems and ensure an accurate and systematic approach at all times in line with the established guidelines set by the ESFA
• To input the Claim data into our systems and ensure all details are kept confidential, accurate and up to date to reduce the errors which appear on the error report
• Ensure all completions are chased up promptly with regards to the Standards/Frameworks and that they are ready before the Claim deadline

FINANCIAL

• Check all invoices relating to qualifications before passing to finance for payment
• Request and obtain purchase order references priori to authorising any expenditure

PROCESSING A START

• To manage the inputting of all new Learners making sure all information required is collated before entering onto the systems. Ensuring at all times the eligibility of all new Learners has been completed by the Assessor
• Ensure all new Learners are registered with relevant awarding bodies, upload caseload with registration numbers
• To input data into our systems and ensure all details are kept confidential, accurate and up to date

CUSTOMER SERVICE

• Once a task has been assigned to you or requested by your dedicated assessors, see it through to completion and make sure if you requested further information in order for you to complete the task, it is still your responsibility to follow up these requests in a timely fashion
• To be well-presented and professional in attitude and appearance
• Answer all phone enquiries within three rings where possible, ensuring relevant messages and information are processed accurately, quickly and communicated to the relevant personnel
• Qualify all calls: Reason for their call and who they want to speak with when you are taking an outside call because Reception is busy. In the event the person isn’t available take a clear message spelling out names and taking telephone numbers. Read back information to ensure it is accurate before passing on to the recipient ASAP
• Have a full knowledge of all services that are provided within Riverside providing a customer focused response when dealing with enquiries

ADMINISTRATION

• Archive any learner files as and when required
• To ensure all daily/weekly/monthly/quarterly Reports are sent out to the correct recipients on the designated days/times
• To create ad hoc Reports as and when required
• To correctly follow guidelines and instigate systems as stipulated in all Riverside Training correspondence
• To assist in developing and effectively managing BST systems
• Ensure all newly created documents are saved into the BST Folder on the G: as per Riverside Training guidelines
• Make sure all RPL forms are processed to ensure we only Claim for Learners who are required to do the Functional Skills
• To obtain MIAPP and EDRS numbers for each Learner and Employer
• Ensure certificates are collected by learners following up with phone call or letter as required
• To input all learner Reviews onto PICS and file in learner files
• Prepare rooms for exams, training and Invigilation of tests
• Invigilate on tests internal and externally for learners when required
• Organise the booking of tests and meeting rooms and all associated activities
• To carry out Audit checks of the black audit files as directed by your line manager
• To assist in the preparation and maintenance of black audit files enrolled with the company
• Update all learner transfers at the request of the Area Manager
• Update the examinations spreadsheet with the results of all exams at the end of the month
• To complete relevant paperwork associated with certificates and ensure a copy is kept

PERSONAL DEVELOPMENT

• To attend your monthly 1-2-1s with your line Manager ensuring you are prepared for these meetings participating at all times and achieving tasks as set out by you both in the previous month’s meeting within the time allocated to enable you to achieve the tasks outlined at your 6 monthly appraisal
• To be responsible for proactively developing your knowledge, skills and understanding of issues relating to your role. To help you achieve this you will be expected to attend Webinars and meetings as organised by Riverside Training from time to time and these days may be organised outside of normal working hours
• Continue with the Training Program as identified by yourself from the BST Skills/Training Needs Document

GENERAL

• To ensure assigned tasks are completed in a timely manner
• Promote equality of opportunity throughout the company and all its activities