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JOB PROFILE – Shared Services Administrator
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JOB PURPOSE & KEY ACCOUNTABILITIES
RELATIONSHIPS
Directly reporting to:
Shared Services Manager
Responsible for:
No direct reports
Functional relationship:
Working with the whole organisation, external organisations, supply chain
providers, learners and employers to provide effective support and customer
service
KEY RESPONSIBILITIES
To provide a general administration service including:
Shared Services

Data processing of information both electronic and hard copy whilst meeting the Data Protection
Act

To be proficient in the use of MAYTAS5 management information system and Report Generator

To be able to run and upload an error free data/funding batch via The Hub

Registration and certification of learners with relevant Awarding Bodies

To be able to carry out month end processes and data analysis using Excel/Pivot Tables

To effectively support other Business Units with their administrative requirements

Any other general administration duties (photocopying, scanning, binding etc)
Reception

Support reception (all sites) through the use of the company switchboard/telephone systems,
welcoming visitors, managing incoming and outgoing post, typing and all other reception related
activities

Ensure reception area is clean and tidy at all times

Provide relevant information advice and guidance whilst maintaining confidentiality

Meet and promote safeguarding and Prevent requirements

To provide administrative support for the HR function

To be proficient in Document Control and maintaining the intranet

To carry out audits as per audit schedules
HR
Quality
CAPABILITIES
Business Contribution
1. You understand where you fit in the organisation’s success and hold yourself to account
2. You contribute to setting your own achievable objectives in line with the business plan
3. You take personal responsibility for making the right things happen which add value
Customer Focus
1. You ensure that every action/decision takes into consideration the impact on the customer.
2. You understand who all our customers are and respond appropriately
Working with others
1. You work collaboratively and independently as situations require for a successful organisational
outcome
2. You are proactive in providing appropriate support and guidance to others to achieve organisational
results
Personal Development
1.
2.
3.
4.
You actively develop yourself in line with business needs
You show good awareness of your own values, motivations and emotions
You prioritise objectives and plan work to make best use of own and others time and resources
You actively seek, analyse and build on feedback to improve performance
Continuous Improvement
1. You establish and use effective methods to review and improve activities
2. You make appropriate decisions which balance implications, consequence, risk and required outcomes
3. You actively seek and act on opportunities to improve
PERSON SPECIFICATION
Key: The following key shows at which stage of the selection process the criteria needs to be evidenced.
(A) = Application form; (I) = Interview; (P) = Performance of Assessment; (D) = Documentary Evidence
ATTRIBUTES
ESSENTIAL
DESIRABLE
Qualifications/Experience
(A, I)
(D)
Qualification in business
administration
(D)
Qualification in typing/word/IT
processing
(A, I)
Reception experience
(A, D)
GSCE English & Maths grade C or
above or equivalent
(A, I)
Experience of working for an FE
provider or Training Provider
(A, I)
Experience of HR administration
Experience of working within a
busy office environment.
(A, I, P) Proficient in the use of Microsoft
Office packages, particularly Excel
and Word
(A, I, P) Experience of complex data
processing
Knowledge/Skills
Personal Attributes
Additional requirement
(P)
High levels of accuracy
(A, I)
Experience of Maytas5
(A, I)
Excellent communication skills –
both written and verbal
(A, I)
Knowledge of SFA and EFA
funding rules and contracts
(A, I)
Knowledge of Awarding Body
registration and certification
systems, in particular City & Guilds
(Walled Garden) and Edexcel
(A, I)
Good organisation skills and ability
to prioritise
(A, I)
Ability to use own initiative, be
self-driven and motivated
(I)
Willingness to undertake further
training and development
(A, I)
Commitment to the Capabilities as
stated on Page 3
(I)
Full driving licence access to a car
(I)
Willing to work from other ITS
Group sites