Office Administrator

  • Job Reference: 360360171-2
  • Date Posted: 27 August 2021
  • Recruiter: The Apprenticeship Works
  • Location: Oldbury, West Midlands
  • Salary: £12,792
  • Sector: EPA
  • Job Type: Permanent

Job Description

Job Outline
The purpose of this post is to work closely with all claims team members and Relationship Managers. To provide support in a variety of areas including Claims Administration and Data Analysis. All departments will be supported in terms of general administrative duties.
The post holder will report to the Audit & Claims Manager, who has overall responsibility for the day to day running of the department.
Key Functions
To build strong working relationships with allocated sub-contractors, aiming to provide at least 3 face to face support sessions annually for each allocated sub-contractor where practical and as required.
To check and process Employer Agreements for allocated providers within the designated 48 hour time period upon submission, ensuring all informtion is accurate and correct before sending out agreements via adobe sign and completing internal PICS process, attach all signed EAs to f:drive and PICS, keep Employer Agreement tracking spreadsheet up to date.
To keep the claim received spreadsheet up to date as and when received, through submissions via both post and uploaded to google drive.
To quality check the claim paperwork in line with the ESFA funding rules and to maintain a quality focus on all paperwork submitted, liaising with sub-contractors to obtain any outstanding evidence whenever required.
To liaise with sub-contractors to address queries with individual evidence, and where they cannot be resolved to report to the Audit & Claims Manager and appropriate Relationship Manager where necessary.
To review DAS system as required for allocated providers, ensuring all employer/learner data is accurate and matches with that within paperwork before entering onto PICS.
To update the PICS system to record the claims received from sub-contractors and the details contained.
To produce monthly reports for all allocated providers to include starts/leavers, employer contribution and claim feedback reports, in addition to analysing each sub-contractors data (dashboards) to ensure it meets requirements and learners are actively participating.
To process exit reviews onto the survey module in the PICS system.
To ensure learner evidence files are maintained for ease of access in accordance with ESFA contract.
To maintain effective filing and archiving systems.
To process data using FIS to identify and rectify issues prior to upload to ESFA.
To review and rectify any issues identified in the ENR once uploaded to the Hub.
To review DSAT reports on a monthly basis, record comments where issues raised are confirmed as acceptable and rectify any issues identified where possible.
To monitor qualification plans within PICS, ensuring all qualification plans are accurate and up to date to ensure claims can be processed.
To maintain and update the CRM system as required.
To feedback any issues or concerns identified to the Audit & Claims Manager and the relevant Relationship Manager.
To participate in audit procedures, to incude internal file testing and support site visits.
To attend regular Claims Team meetings, actively participating to ensure all actions are met.
To contribute to the revision of claim paperwork and guidance on an annual basis.
To attend and participate in the claim administration session on an annual basis.
To check and process EPA COLD requests for all allocated providers, ensuring all required information/evidence is provided, liaising with sub-contractors to obtain any outstanding evidence when required.
Specific Duties:
BI Tools - to generate and analyse BI reports on a monthly basis, identifying any issues and liaising with sub-contractos to resolve issues wherever possible, producing a monthly report for the feedback of any particular/consistent issues at team brief.
DBS - to quality check and process claims, produce requisition forms and pass to NH for processing. To keep the DBS spreadsheet up to date for all forms sent out, ensure all out of date consent forms are destroyed appropriately and periodically track forms using DBS tracking service.
EPA - to co-ordinate the EPA process, setting up with the EPAOs when necessary. To set up and maintain qualification plans within PICS ensuring all data is accurate and up to date, to forecast and book EPAs where required dependent on relevant EPAO, producing purchase order forms and passing to SM for approval.
General Duties
To provide MI/administration support to Relationship Managers to ensure that Provider Management is carried out effectively and accurately.
To answer external telephone calls.
To process outgoing mail where required.
To be aware of KPIs and BCTG Core Values and actively work towards their achievements.
To undertake a range of additional duties to the benefit of the company.
To ensure that all actions contribute towards creating a safe, healthy and productive working environment.
Working Hours
37 hours per week.
NOTE - the National Minimum Wage will be dependent upon age