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Due to retirement, we are seeking an Administration Manager to lead and manage the operations, staff and processes related to learner records and data management. This includes collaborating with key partners and external 3rd party organisations. We are a UK wide charitable organisation and can offer a professional and welcoming team environment. Reporting into the Head of IT your role will oversee a small team of approx. 4 administrative staff, their daily workload, the processes and procedures and related databases of the department.
Working Mon to Fri 9am to 5pm with 23 days holiday plus bank hols, onsite free parking and contributory pension. The role would suit candidates who have managed both people and an administrative function now seeking a new challenge. Any experience within education, training, learning, charity or voluntary sectors would be of interest but is not essential.
Key to the success of the selected candidates is to ensure that the Learner Support Services administration (LSS) team delivers a high-quality, efficient and customer-focused administrative service. Key responsibilities include maintaining the accuracy and integrity of learner data for statutory reporting to the Department for Education, ensuring timely collection of qualification fees, improving departmental processes through future planning, and enhancing learner satisfaction.
Team Leadership and Operations• Lead the Learner Support Services (LSS) team, managing its operations from enquiry to certification.• Monitor and manage the team’s Key Performance Indicators (KPIs) as agreed with the Head of IT, setting individual targets for staff.• Manage day-to-day team functions, including leave authorisation, sickness monitoring, recruitment, and performance appraisals.• Foster a professional and adaptive team culture, aligned with the organisation’s core values.
Data Management and Compliance• Oversee the transfer of learner data between the company and external organisations.• Ensure compliance with funding and audit rules by monitoring data updates.• To monitor data quality within the Learner Management System (UNIT-e) and advise on preventative and corrective action as appropriate.• To monitor learner registrations to ensure that the funding source is correctly allocated and payment has been received where appropriate.
Process Improvement and Collaboration• Monitor departmental processes and identify potential areas for improvement to enhance efficiency and effectiveness.• Build strong relationships with key stakeholders across the organisation to align systems and processes with business and statutory requirements.• Support curriculum development and learner progress monitoring by maintaining effective communication with learners and staff.
Training and Development• Identify training needs within the team and provide relevant training in consultation with the Head of IT.• Ensure all team members adhere to our data procedures and maintain high standards.
Relationship Management• Maintain effective communication with colleagues, both remotely and at the Head Office.• Build trust and respect within the organisation by fostering collaborative working relationships.• To support the curriculum development and operations team in monitoring the learner progress by communicating directly with the learners.
General Responsibilities• Ensure all processes and procedures comply with our standards and are appropriately documented.• Maintain awareness of Awarding Organisation standards and procedures.• To attend training, meetings and networking events as and when required.• To work towards the core values set for the whole organisation.• To work in accordance with all our policies, including Equal Opportunity, Health & Safety and Data Protection and GDPR Policies.• To promote the business in a positive manner including Equality and Diversity, Safeguarding, Prevent and British Values.
To be successful you should have proven people management experience of overseeing a team of office based staff. You should have a sound working knowledge of Microsoft Office. Experience and strong understanding of relational databases. Proven ability to learn and use new software systems effectively, with minimal supervision. Effective team leadership skills and the confidence to make important decisions. Good verbal and written communications skills, diplomacy and the ability to relate to people at all levels. Ability to work accurately with a good attention to detail. Ability to prioritise work to meet deadlines. The ability to work independently and as part of a team. Knowledge and or experience of working in the charity, education or voluntary sector would be of interest but is not essential.
In return we can offer Mon to Fri 9 – 5 working hours, onsite parking, 23 days holiday plus bank hols, contributory pension and a professional and friendly working environment.Please submit your CV asap for immediate consideration.
