Administration Officer

2 weeks ago


Dubai, United Arab Emirates ELA TRAINING SERVICES Full time

**Job description**

**About us**:
A niche provider of apprenticeship learning programmes in Project Management, Leadership and Management, and Business Improvement. We are specialists in delivering training solutions into public sector organisations, education settings, facilities management, engineering and construction.

We do not believe in training for training's sake, which is why our team combines extensive industry experience and knowledge of these disciplines with a huge passion for learning that makes a difference.

**ELA have a commitment to safeguarding and promoting the welfare of children, young people, and Adults at Risk.**

**Successful applicants will need to undertake an enhanced Disclosure Baring Service check (DBS) where appropriate.**

**Based at**: Control Tower, Motor City, Dubai

**Working from home**: No

**Job Purpose**:
To provide support to the Administration Team Leader in the administration of all ESF/ESFA government funded learning through the implementation and use of internal and prime-based systems.

**The Role Profile**:
The role will involve working independently as well as collaboratively with colleagues to make contributions to the development, implementation, maintenance, and improvement of ELA Training Service’s administrative function.

The Administration Officer will be expected to support and engage with different parts of the organisation and interact with internal and external customers.

The Administration Officer will be expected to deliver their responsibilities efficiently and with integrity - showing a positive and professional attitude. The role involves demonstrating effective communication skills (both written and verbal) while adopting a pro-active approach to ensure tasks are completed on time, as required, and ensuring that any issues are addressed or escalated as and when they arise.

The role requires maintaining accurate data which remains full, complete and current at all times.

**Key Skill requirements**:

- Effective communication; verbal, written, interpersonal.
- Able to work in a fast paced environment.
- Attention to detail.
- Task and time management.
- IT proficiency in Microsoft programmes, MIS systems and E-portfolios.
- Ability to prioritise to meet deadlines.
- Analytical and attention to detail.
- Problem-solving.
- Requirement to work beyond core working hours when needed.

**Key Responsibilities and Accountabilities**:

- Preparation of New Learner/Employer Starter Packs across all contracts.
- Collaborate with frontline team for any concerns related to enrolment paperwork.
- Verification and monitoring of start paperwork against audit check lists.
- Maintain accurate records (paper-based and online) across a range of systems.
- Logging learners and outstanding compliance actions.
- Preparation and submission of funding paperwork to Prime Contractor.
- Support with Awarding Body administration.
- Support the Administration to create new processes to improve admin processes.
- Support the Administration team with any work related to audits and/or inspections.
- Report any issues with compliance and/or performance to line management.
- To support the main administrative requirements in the absence of the Administration Manager as and when required.
- Updating MIS and E-portfolios as necessary.
- To support with additional administration tasks as and when required by Senior Leaders i.e. Head of MIS, Admin and Compliance.
- Undertake regular data cleansing across systems and documentation.
- Collaborate with frontline team for any concerns related to enrolment paperwork.
- Updating the weekly sheet with the learner’s enrolment status in different stages.
- Monitor all e-signature mails and chase signatories in pending status until status is completed.
- Sending completed enrolment pack to Strode and responding to strode paperwork queries.
- Adding learner details on the equal platform.
- Exam invigilation where necessary.

**Additional Responsibilities may include but not be limited to**:
1. Assist with procurement and distribution of office and IT equipment to staff members.

2. Manage stationary and utility resources upon request.

3. Support trainers’ advance requests when reasonable to do so (printing, photocopying, booking the conference room, etc.).

4. Minute taking for meeting as and when required.

5. PICS and OneFile navigation for verification purposes (and possibly data entry).

6. Generate reports.

7. Participate in admin mailbox management.

**Job Types**: Full-time, Permanent

**Salary**: AED4,000.00 - AED6,000.00 per month

Application Question(s):

- What is your notice period?
- Do you have any holidays booked in the next 5 months?
- Please tell us how you demonstrate occupational competence for this role?
- Do you have experience in Education sector?

**Education**:

- Bachelor's (required)

**Experience**:

- Administrative: 2 years (required)
- MS Office: 2 years (required)



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