Lead Administrator

Role Title

Lead Administrator

Main Office Location

St Helens

Position Number



May 2018

Reports to

Operations Manager

Pay Band

£19-£22k based on experience


This role is primarily based in the company’s St Helens office.




To ensure documentation is processed in an accurate and timely manner. To monitor and report MIS data queries and follow these through to successful conclusion. To provide support to the management and tutor team to ensure data accuracy and integrity. To maintain at all times a quality focused approach and observe data protection/GDPR guidelines.


  1. Ensure efficient and accurate administration of all documentation onto the Management Information System within specified timeframe.


  1. Ensure the registration and certification is completed efficiently and accurately in accordance with the registration and certifications policy and procedures.


  1. Ensure that administration of all documentation is compliant with ESFA requirements.


  1. To run weekly reports regarding the learner data input and send to the relevant manager for action via the agreed procedure.


  1. To monthly audit check MIS data with the Business Support Manager and rectify any errors identified.


  1. To ensure that all duties undertaken are conducted in accordance with good housekeeping and the legal and organisational requirements of equal opportunities, health and safety, GDPR/DPA and quality management systems.


  1. To undertake any other duties as deemed necessary by the Line Manager.


  1. Ensure efficient and accurate photocopying and filing of required documentation.


  1. Operate a phone system for inbound and outbound calls including booking learner or client/employer appointments and keeping accurate and up to date records.


  1. Co-ordinate across other office sites to ensure paperwork records are maintained and updated and the process is standardised across sites; this may include travel to head office twice a month.


  1. Track records and input onto PICS and complete reconciliations across a range of college and prime provider data with internal data.



The following criteria are essential, the candidate must:


  1. have the ability to use Microsoft office tools effectively and be able to use Microsoft Excel and Outlook to a good standard.

  2. understand ESFA funding software, preferred PICs but Yeti, Maytas or other platforms acceptable

  3. have a good command of English and be able to clearly communicate over the phone and in writing



  1. Demonstrate the ability to be able to work independently.


  1. A willingness and attitude to learn and develop themselves personally and professionally.


  1. Excellent communication skills both written and oral.


  1. A requirement for interpersonal skills.


  1. Proven ability to pay attention to detail.



This role description describes (but does not limit) the main duties and responsibilities of the job role. These are subject to variation by the employer as is necessary to respond to changes both internal & external