Funding Administrator / Coordinator

ProVQ are currently looking for a Funding Administrator / Coordinator to join the team at their Training Centre based between Shrewsbury and Telford.

An excellent opportunity for an experienced Administrator to join a successful and committed team.

Monday – Friday, 40 hours per week 8.30am – 5.00pm, 25 days + 8 bank holidays per annum

Job Purpose –

To be responsible for administering and coordinating all funding processes within the business to assist in ensuring that funding claims are accurate and timely. The Funding Administrator/Coordinator will have a thorough understanding of the Funding Rules and ESFA requirements for Apprenticeship programmes.

Main Duties –

Responsibilities and Accountabilities:

  • Work with the apprentice recruitment team to ensure accurate funding details are made available to employers during the recruitment process
  • Create, complete and verify apprentice start documentation ensuring accuracy and audit compliance
  • Work with colleagues based at other company premises and employers to ensure documentation is completed and returned on time
  • Work with colleagues and Managers to ensure learners are registered in a timely manner
  • Enter apprentice funding related data onto company funding systems (PICS)
  • To submit funding claims in line with ESFA ILR specification rules in a timely manner and with zero errors and warnings
  • To be able to decipher ESFA data reports from funding submissions ensuring all data is accurate and can be reconciled against internal systems
  • Enter apprentice data onto the Government Apprenticeship Service and manage apprentice details and requests
  • Liaise with employers to ensure timely entry of data onto the Apprenticeship Service resulting in timely payment of funds
  • Work with the Finance Coordinator to ensure that data in support of invoicing for co-investments charges, employer incentives and employer charges are completed accurately and timely
  • Be responsible for maintaining the ProVQ electronic recording database for all funding and learner related activities
  • Be able to process learner achievements and work with colleagues regarding EPA bookings and processes
  • Work with colleagues, Manager and Directors to streamline processes in order to maximise efficiency
  • Enter data into electronic records, databases and files as required
  • Produce reports/management information as appropriate to the role
  • Produce and maintain income forecasting data on a monthly/quarterly basis
  • Carry out general administrative and office tasks including filing, telephone answering, data entry, record keeping and any other necessary activities
  • Contribute to the process of continuous improvement
  • Actively promote a safe learning environment, equality and diversity in accordance with company policy
  • Promote efficient and safe use of resources
  • Excellent verbal, written and interpersonal skills
  • Competent in Microsoft Office packages and use of databases such as ESFA Funding streams
  • Knowledge and use of FIS and PDSATS would be advantageous
  • Support ProVQ in ensuring compliance with GDPR, Safeguarding and other legislation as required suitable to the job holder
  • Undertake other duties as may be reasonably required to support the needs of the business

This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the job or the level or responsibility entailed.

Essential Skills –

  • Proficient in Microsoft Office packages
  • Attention to detail and accuracy
  • Proven administration experience
  • Excellent communication and organisational skills
  • Effective customer and client liaison
  • Flexible in your approach
  • Willingness to learn

Essential Qualifications –

  • Business Administration NVQ Level 3, or equivalent experience/qualification

For additional information about this role, please contact Leah Palin at [email protected] or 01743 762800.


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