Job Description Please complete all accessible boxes and refer to the guidance on writing Job Descriptions Position Details Faculty/Professional Support Service School/Department Division/Section/Unit Job Title Vacancy No Faculty of Business and Law Business School Apprenticeships Unit Apprenticeships Support Officer Recruitment Team Grade 6 Hours of Work 35 Contract Duration (Perm/Fixed Term) Reports To (Job Title) Permanent Apprenticeships Support Manager Responsible For (Job Title) Principal Accountabilities To provide high quality, effective and professional support activities for the Apprenticeship Unit's apprentice data management service. The overall objective is to ensure that the data management systems and processes of the Apprenticeship Unit are in line with internal and external requirements, to ensure all returns and submissions are completed in a timely manner and to liaise with appropriate university departments, as required. The post holder will be responsible for maintaining the details of apprentices, recording ongoing apprentice interactions, and developing and maintaining appropriate data management systems for funding purposes. Such activities will include: system management, proactive follow-up with all current and prospective apprentices, preparing ndividualised Learner Records (LR), and ensuring compliance, audit and data protection requirements are fulfilled. They will respond to internal and external enquiries, and support the Unit with the production of management information reports. n addition, the post holder will liaise proactively with employers, and act as the key point of contact between the Apprenticeship Unit, Finance, SPO and other university departments and teams. On a day-to-day basis the post holder will have responsibility for
the administrative systems and databases underpinning this work, to ensure the smooth running of administrative support and operations for apprenticeship programmes. Joining a growing team, the post holder may be required to take a team leader role for future staff and oversee operational administration processes. Key Tasks Data systems management To be a data management support resource for the Apprenticeship Unit and the wider faculty, as required. To provide apprenticeship reports and initial analysis to underpin operations and update management and key stakeholders as required to deliver the strategy effectively. To actively contribute to the development of operational data management systems and administration processes. To proactively update employer and apprentice contact details and maintain accurate records from student application through registration to programme completion. To assist with administration of e-portfolio systems, supporting Programme Managers and Tutors. To develop and deliver systems training to other members of the Apprenticeship Unit and other stakeholders, as required. Audit and compliance management To ensure LRs are accurately maintained and submitted in a timely manner. Work collaboratively with members of the Apprenticeship Unit and colleagues from Finance and other areas in order to deliver timely audit reports and ensure all SFA and other compliance requirements are met. Administration To coordinate effective, efficient and pro-active administrative services within the Unit's data management function to ensure the smooth running of day to day operations. To develop administrative systems to facilitate shared information across the team and provide effective delivery, including financial administration, quality monitoring and the capture of market intelligence data. To ensure enquiries (email, phone, in person) are dealt with promptly and professionally to support the work of the team and promote a positive image of the Unit and wider University. To attend and support meetings and events as required to represent the Unit and wider university.
To anticipate the requirements of stakeholders and show care and attention to detail in the planning of and preparation for all internal and external meetings and events. To update relevant databases to support apprentice management ensuring that all records are promptly and accurately maintained. Project Work Assist in the implementation of specific work projects, applying effective monitoring and control methodologies to ensure targets are met on time and to the allocated budget. To deliver specific ad hoc and data management/compliance projects to support and enhance the work of the Unit's data management function (examples could include producing apprenticeship recruitment forecasting reports to shape new strategic developments, or compliance reports to support external audits by the SFA, OFSTD or QAA). Continuous Learning To have an up-to-date knowledge of degree apprenticeship policy and funding, especially with regard to higher education. To keep updated with new and emerging data management, funding, compliance and audit requirement developments. Teamwork, Cross-Faculty Liaison and Networking To contribute to cross-faculty team meetings and act as the key point of contact over apprenticeship data, LR returns and funding issues. To develop and maintain a network of internal and external contacts to facilitate the delivery of data management and compliance requirements, directing and co-ordinating these as necessary. Maintain and develop relationships with internal teams and departments e.g. Finance, Admissions, Programmes, and academic staff) to ensure that reporting requirements are well understood and that appropriate processes and systems are in place. To assist with the induction and development of new and existing team members and to be proactive in supporting colleagues within the Apprenticeship Unit. To provide advice, support and guidance to clerical or temporary staff, supervising and delegating work when required. To liaise with internal colleagues and external partners to build relationships, to establish support requirements for apprenticeship programmes and associated commercial activities and projects, and to identify and implement any necessary local service changes.
To actively engage in networks both within the campus and across the University in order to keep up to date with developments and to improve work methods within the Apprenticeships Unit. Apprenticeship Development Support To assist with the preparation of costings for proposed apprenticeship programmes, working with internal and external colleagues as appropriate. To support the development of programmes to increase engagement with apprenticeships. To assist with desktop research and market intelligence gathering to keep up to date with the apprenticeship environment. To liaise with local and national partners where appropriate, to enhance knowledge and the reputation of MMU and to they have a good understanding of MMU policies and procedures where appropriate. To provide support to academic colleagues conducting visits to employers and partner organisations. vents and Marketing Support To support the marketing and promotion of apprenticeships, through the production of events and marketing data analysis reports and the development of surveys. Special Features The post holder will be based in the Apprenticeship Unit, with occasional visits to external event and programme locations as required for the delivery of services. This may involve national travel as well as work in the evenings and weekends. Miscellaneous You have a legal duty, so far is reasonably practicable, to ensure that you do not endanger yourself or anyone else by your acts or omissions. n addition you must cooperate with the University on health and safety matters and must not interfere or misuse anything provided for health, safety and welfare purposes You are responsible for applying the University's qual Opportunities Policy in your own area of responsibility and in your general conduct. You have a responsibility to promote high levels of customer care within your own areas of work. You are expected to co-operate with the PDR process, engaging in the setting of objectives in order to assist in the monitoring of performance and the development of the individual. Such other relevant duties commensurate with the grade of the post as may be assigned by the Manager in agreement with you. Such agreement should not be unreasonably withheld.
You may be required to undertake a specific Health & Safety role, commensurate with your grade, to support the University in meeting with its statutory Health & Safety obligations. This could include acting as a DS assessor, First Aider, Fire Marshall or Departmental Safety Co-ordinator. The allocation of such roles will be subject to the provision of appropriate training and assessment of competence. You may, with reasonable notice, be required to work at any of the Manchester Metropolitan University sites. You have the responsibility to engage with the University's commitment to nvironmental Sustainability in order to reduce its waste, energy consumption and carbon footprint. You have the responsibility to engage with the University's commitment to delivering value for money services that optimise the use of resources and therefore should consider this when undertaking all duties and aspects of your role.. Review This is a description of the job at the time of issue. t is the University s practice periodically to review and update job descriptions to ensure that they accurately reflect the current nature of the job and requirements of the University and to incorporate reasonable changes where required, in consultation with the job holder.
Person Specification n order to be shortlisted you must demonstrate that you meet all the essential criteria and as many of the desirable criteria as possible. Where we have a large number of applications that meet all of the essential criteria, we will then use the desirable criteria to produce the shortlist. All disabled candidates who meet the minimum essential criteria will be included on the shortlist. Selection Criteria Attributes tem Relevant Criteria dentification Method Rank 1.1 Ability to communicate complex information to a A/ range of diverse audiences, both orally and in writing. 1.2 The ability to develop and deliver effective and data A/ management systems and processes. 1.3 Ability to maintain collaborative working relations A/ across organisational boundaries within the Apprenticeship Unit and the University, and with external suppliers, partners and peers. 1 Skills & Abilities 1.4 Ability to analyse complex situations, explore, evaluate and recommend potential solutions or A/ identify opportunities 1.5 Ability to prioritise work independently and as part of a team in order to deliver individual and team objectives to a consistently high standard of customer-focused service. 1.6 Ability to conduct dialogue with apprentices and internal and external stakeholders to identify critical progress points and to communicate these effectively to the apprenticeship teams.
2.1 Proficiency in working with standard office T /T applications, such as Microsoft Word, Access, xcel, as well as the ability to learn how to access and interrogate in-house systems. 2.2 Proficiency in working with specialist office T A/ systems such as CRM systems, and learner progression and record and reporting systems such 2 General & Specialist Knowledge 2.3 as OneFile, QLS and TARDS. Knowledge of apprenticeship or similar funding A/ methodology. 2.4 Knowledge and understanding of: A/ external compliance and audit requirements the needs of key internal and external stakeholders in a rapidly-evolving context 3.1 ducation equivalent to 2 A levels, or GNVQ Level A/C 3 or equivalent experience, showing clear evidence of excellent literacy and numeracy. 3 ducation & Training 3.2 A Business or T degree or equivalent qualification, or substantial relevant experience that C demonstrates a high order of literacy, numeracy and analytical skills. 4.1 xperience of working with apprenticeship data A/ within a Higher ducation or Further ducation environment. 4.2 xperience of maintaining apprentice and employer A/ records using student records Management 4 Relevant xperience nformation (MS) and Customer Relationship Management (CRM) systems. 4.3 xperience of recording apprentice funding information including tracking and recording employer payments as part of ndividualised Learner Record Returns.
4.4 xperience of working with stakeholders, including: A/ Proactive follow-up with stakeholders to coordinate relevant apprentice information Liaison with relevant internal and external stakeholders Organising meetings, teleconferences 4.5 and communications activities. xperience of producing effective reports to demonstrate activity internally to senior management and to funders. 4.7 xperience of using software packages to undertake word processing and to collect and analyse data to produce spreadsheet and presentations (.g. Microsoft xcel, Salesforce or other CRM packages). 4.8 xperience of engaging or working with large organisations and SMs 5.1 vidence of a commitment to equal opportunities. 5.2 vidence of, and commitment to, ongoing personal and professional development. 5 Special Requirements 5.3 Willingness to: travel and work across sites work occasional evenings Date of Revision March 2017 A Application Form nterview Key dentification Method T C Test Copy of Certificates P Presentation G Group Assessment
Rank D ssential Desirable