ELA TRAINING SERVICES Hiring for Administration Officer Job at Dubai Full Time

Job Purpose:

To provide support to the Administration Manager in the administration of all ESF/ESFA government-funded learning through the implementation and use of internal and prime-based systems.

The Role Profile:

The role will involve working independently as well as collaboratively with colleagues to make contributions to the development, implementation, maintenance, and improvement of ELA Training Service’s admin function.

The Administration Officer will be expected to support and engage with different parts of the organisation and interact with internal and external customers.

The Administration Officer will be expected to deliver their responsibilities efficiently and with integrity – showing a positive and professional attitude. The role involves demonstrating effective communication skills (both written and verbal) while adopting a pro-active approach to ensure tasks are completed on time, as required, and ensuring that any issues are addressed or escalated as and when they arise.

The role requires an understanding of the need to maintain accurate data which remains full, complete, and current at all times and the importance of this being achieved.

Key Skill requirements:

· Effective communication; verbal, written, interpersonal

· Task and time management

· IT proficiency in Microsoft programmes, MIS systems, and E-portfolios

· Ability to prioritise to meet deadlines

· Analytical and attention to detail

· Problem-solving

Key Responsibilities and Accountabilities:

· Preparation of New Learner/Employer Starter Packs across all contracts

· Collaborate with the frontline team for any concerns related to enrolment paperwork

· Verification and monitoring of start paperwork against audit checklists

· Maintain accurate records (paper-based and online) across a range of systems

· Logging learners and outstanding compliance actions

· Preparation and submission of funding paperwork to Prime Contractor

· Support with Awarding Body administration

· Support the Administration to create new processes to improve admin processes

· Support the Administration team with any work related to audits and/or inspections

· Report any issues with compliance and/or performance to line management

· To support the main administrative requirements in the absence of the Administration Manager as and when required

· Updating MIS and E-portfolios as necessary

· To support with additional administrative tasks as and when required by Senior Leaders i.e. Head of MIS, Admin, and Compliance

· Undertake regular data cleansing across systems and documentation

· Collaborate with the frontline team for any concerns related to enrolment paperwork

· Updating the weekly sheet with the learner’s enrolment status in different stages

· Monitor all DocuSign emails and chase signatories in pending status until status is completed

· Obtain or apply for erns and ensure they are updated on the weekly starts sheet and across paperwork

· Obtain or apply for PLR to be added to the weekly start sheet and saved on the learner folder on the SharePoint

· Sending completed enrolment pack to Strode and responding to strode paperwork queries

· Adding learner details on the equal platform

· Exam invigilation where necessary.

Additional Responsibilities may include but not be limited to:

1. Assist with procurement and distribution of office and IT equipment to staff members

2. Manage stationery and utility resources upon request

3. Support trainers’ advance requests when reasonable to do so (printing, photocopying, booking the conference room, etc.)

4. Minute taking for the meeting as and when required

5. PICS and OneFile navigation for verification purposes (and possibly data entry)

6. Generate reports

7. Participate in admin mailbox management

Job Type: Full-time

Salary: AED4,000.00 – AED6,000.00 per month