The City of Liverpool College Ltd

Apprentice Administrative Assistant - Advanced (Level 3)

The City of Liverpool College Ltd (Employer)

Liverpool Community College (Training Provider)

Annual wage £15,913.00
35.0 hours per week Monday - Friday, shifts to be confirmed
18 months (duration)
9 November 2020(start date)
Business Administrator (apprenticeship standard)
27 October 2020 (application closing date)
Register interest

Job Description

The post-holder will be trained to provide a professional administration and support service to the Partnership Co-ordinator and Director of Workforce Skills. The post-holder will frequently act as a point of contact for the College’s partners consistently acting as a positive ambassador for the College.


Responsible to: Partnership Coordinator

Key Accountabilities & Responsibilities:

  • Provide administrative support through word processing, spreadsheets, tracking systems, database and outlook
  • Check the College’s Sharepoint daily for new starts, withdrawals, transfers, achievements, exit paperwork
  • Check all partner student enrolments are compliant which include - enrolment form, initial assessments, ILP, etc - all these documents have to be checked for funding compliance prior to being submitted to the data team
  • Check all partners withdrawals, reviews and exit paperwork prior to being sent to data services
  • Check all partner certification and exit paperwork prior to being sent to data services
  • Rectify data anomalies - learner postcode, course code, learner names, and any other highlighted by the data team with the partner
  • Chasing up learner destinations with the partners
  • Chasing achievements, withdrawals, new starts with the partners
  • Obtaining course codes for the partners
  • Arranging Performance Review and ad hoc meetings 
  • Assisting in annual PQQ process
  • Uploading partnership documents - invoices, contracts, finance, minutes of meetings, following up actions
  • Assisting in annual audit prep 
  • Liaising and emailing partners on a daily basis for numerous information
  • Answering emails and queries from partners on a daily basis and chasing up for outstanding documents/actions
  • Arranging teaching observations with the curriculum team
  • Arranging unannounced visits with each Partnership Coordinator
  • Organising audit trails and paperwork
  • Assisting in the annual partnership calendar        
  • Work closely with the data team and act as first point-of-contact within the Partnerships - responding and resolving queries and requests for information, whilst maintaining a high level of customer service
  • Act as a positive ambassador for the work based learning and partnership department, maintaining a professional and positive image within the organisation and to external stakeholders
  • Participating in cross-college activities such as enrolment, summer recruitment, exam invigilation etc as required

Professional Practice and Values:

  • To contribute fully to the mission and values statement of the College Group ensuring its effective implementation in all aspects of College life
  • To take proactive responsibility for Health & Safety to ensure that a safe working environment and safe working practices are always maintained
  • To comply with the General Data Protection Regulations (GDPR)
  • To support cross college actives as required the key enrolment and invigilation periods
  • Carry out any other relevant and appropriate duties as determined by the needs of the service and as appropriate to the grade

Future Prospects

  • Post-holders who succesfully complete this Apprenticeship will hold a Level 3 in Business Administration

Skills Required

  • Good communication skills, oral and written and works as part of a team
  • Excellent ICT skills including proficient use of Microsoft Office including word, excel and outlook
  • Excellent organisational skills – pays attention to detail and follows through
  • Excellent time management and prioritisation skills
  • Able to communicate across all levels of management and staff and partners

Qualities Required

  • Able to manage and prioritise your own workload
  • Good interpersonal skills and takes a positive approach to all aspects of the role
  • Positive personality – self motivated

Qualifications Required

  • 5 GCSE's including English and maths and/or experience of working in FE

Training Provided

  • To learn how to provide administrative support to the partnership team and to apply the skills learnt in a busy office environment and the classroom to work towards a Level 3 in Business Administrator Standard
Register interest