JOB DESCRIPTION. European Social Fund, Cornwall and IoS LEP, Cornwall Council

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1 JOB DESCRIPTION SERVICE: SECTION: JOB TITLE: RESPONSIBLE TO: FUNDED BY: SUPERVISORY RESPONSIBILITY: Business Cornwall & Isles of Scilly Skills Access Hub (SAH) Skills Access Hub Project Administrator Skills Access Hub Manager European Social Fund, Cornwall and IoS LEP, Cornwall Council None KEY RELATIONSHIPS: Internal: External: Skills Access Hub Manager, Cornwall and IoS Growth Hub Operations Director, SAH Manager, SAH staff, CDC staff, Head of Business Connections and Skills Cornwall Chamber of Commerce. SAH Management Board, businesses; providers of services to which businesses will be introduced, including colleges, universities and training providers, business support providers (private and funded), community and social organisations, sector representative organisations MAIN PURPOSE OF THE JOB: To provide general administrative support to the Skills Hub team MAIN PURPOSE OF THE JOB: To play the lead role in the administration and support of the SAH. To ensure the establishment and maintenance of accurate and compliant systems including the control, retention and retrieval of documentation, data and files/records To ensure effective financial, organisational, secretarial and administrative support is provided to the SAH Manager and the members of the SAH Team. To ensure that the data administration for the project is accurately and efficiently recorded. To provide dedicated operational and technical support to the team as KEY TASKS: Service delivery Provide financial, organisational, secretarial and administrative support to ensure the efficient running of the SAH Team and its activities. Lead on data administration duties for the SAH, ensuring that information is accurately and efficiently recorded and that any shortfalls are identified and highlighted to the SAH Manager. Manage information requirements and develop/ utilise administrative systems to meet needs Support the coordination of training plans and the delivery of training Provide support on the use of ERP, TimeR and other administrative systems and software as Assist with the organisation of meetings, events and consultation exercises

2 Provide the secretariat for SAH Management Board meetings. Assist with PR and communications information and enquiries Contribute to cross-cutting project or service development activities to enhance the performance of Cornwall Development Company Relationship management Maintain relationships with employers, contractors and other key stakeholders to deliver service requirements, promote the work of the SAH and Company and share knowledge Develop relationships with training and other service providers to meet business needs Determine appropriate responses to enquiries from stakeholders, seeking approval where Service development Develop robust administrative and technical processes that support delivery and contribute to the efficient running of the SAH Team Contribute to the development of PR and communications initiatives Technical Provide advice and support to Team members on administrative systems and associated software and ensure best administrative practice is implemented in relation to EU requirements, Company polices and associated legislation Leadership & management Lead the establishment and delivery of the administration function for the Team Mentor, advise or guide trainees or seconded staff as Performance reporting & management Develop and monitor administrative systems to ensure all internal and funding body requirements are met, including internal and external audits Support the Team in the development of systems to support project requirements Collate agendas, reports, minutes etc to support Team members and partners in the delivery of the service and decision-making Maintain all internal files and data in accordance with EU funding and other audit requirements and Company practices Resource management Ensure robust financial and performance/output records are maintained for all areas of SAH Team responsibility Manage petty cash resources on behalf of the Team Ensure IT systems, equipment and software used by the Team are fit for purpose and compliant with funding requirements Customer feedback Provide a point of contact for customer feedback for the Team, determining an appropriate response when Collate written responses to enquiries and complaints for approval by senior staff KEY RESULT AREAS: Ensure the provision of a well coordinated, high-quality administrative, organisational and secretarial support service for the SAH Manager and the SAH Team. Ensure the development and delivery of efficient administrative systems that meet the needs of the SAH and that satisfy monitoring, reporting, audit, compliance and probity requirements Ensuring the efficient coordination of meetings, training and other events

3 PERSONAL & TEAM RESPONSIBILITIES: Provide a good role model for staff and trainees and project a positive image to internal and external contacts and customers Demonstrate the Company s culture, values and behaviours: o achieving excellence o valuing ourselves and others o showing personal leadership o being passionate about what we do o committed to a low carbon future for all Take responsibility for own self-development on a continuous basis. Carry out responsibilities with due regard to the Data Protection Act and current Data Protection policy Carry out responsibilities with due regard to the Company s Equal Opportunities and Sustainable Development Policies Work at all times within the code of the Health & Safety Act This job description is not comprehensive or exclusive and duties may be varied from time to time, but these will not change the general character or level of responsibility of the job. This job description and your performance will be regularly reviewed with you. Good communication and organisation skills as well as self motivation and self confidence will remain essential qualities to fulfil this role. In addition to fulfilling this specific role, you may occasionally be to make your abilities available to help meet related business needs of the Company in your own or other departments. This would only be if authorised by your Manager and subject to confirmation that precedence is given to your normal duties Date last reviewed: September 2016 Approved by manager: September 2016 Agreed with post holder: Date Personnel informed:

4 PERSON SPECIFICATION SECTION: JOB TITLE: Skills Access Hub Project Administrator EXPERIENCE Significant experience in an administrative role Experience of EU funding Programmes and meeting their compliance, audit and administrative requirements Experience of accurate and efficient data collection, coordination and recording systems. Experience of coordination and/or supervision Experience of developing administrative systems to meet user and Programme needs Experience of managing resources Experience of liaison with the private, public and voluntary sectors EDUCATION & TRAINING NVQ3 in Business Level 4 qualification Administration or Certification demonstrable equivalent qualification BEHAVIOURS Ability to liaise with multidisciplinary teams Ability to work on own initiative or as part of a team Excellent communication and negotiating skills Report writing skills Proven ability to influence others to achieve outcomes Networking skills KNOWLEDGE & SKILLS Ability to monitor budgets and outputs against targets and provide clear reports Ability to lead the coordination of work/activities of others Ability to organise and coordinate travel arrangements, meetings or other events A good understanding of Enterprise Resource Planning (ERP) systems or similar

5 Minute-taking skills Ability to use initiative, innovate and find solutions that are achievable and realistic Good research skills and the ability to assess and interpret data Ability to compile information, format and present in an effective way Ability to contribute to the development of PR and communication processes ANY ADDITIONAL FACTORS Fully competent in the use of Access to own vehicle ICT including the main Microsoft packages Some flexible working outside normal office hours may be