Learning & Skills Hub Compliance & Administration Assistant

Job Description and Personal Specification

Job title: Compliance & Administration Assistant
Place of work: National
Hours of work: 37 hours per week
Salary/Grade: Operations £23,000
Reports to: Compliance & Quality Manager
Level of screening: Enhanced DBS screening

Who we are
Catch22 exists to help build a society where everyone has a good place to live, good people
around them, and a fulfilling purpose. We call these our '3Ps'.

We achieve this in two ways. First we improve lives on the frontline through delivery of public
services. Secondly, we use our knowledge to change 'the system', to fix the complex web
that can trap and disempower those it was set up to help. With the heart of a charity and the
mindset of a business, we are uniquely placed to deliver on this challenging agenda.

The Catch22 Employability & Skills division are committed to supporting people to find their
purpose and thrive. Whether that’s helping them gain qualifications and vital life skills in our
Colleges and through our NCS programmes, or supporting them in their search for
sustainable employment, the division works collaboratively to deliver impact in all the
spheres they operate.

Where you fit in

In the role of Compliance & Administration Assistant, you will provide essential support to the
Senior Leadership Team, Operational Managers, and Staff to ensure full compliance across all
Catch22 Colleges. Additionally, you will provide daily administrative support to ensure the efficient
and professional operation of the Employability & Skills Hub.

Main Duties & Accountabilities

Compliance Support
 Working with the Compliance & Quality Manager to ensure all paperwork for new
students passes compliance and quality checks before being uploaded for funding
claims.
 Compliance checking documents submitted by all sites, updating individual learning
records (ILR) in PICS accurately and in a timely manner on our PICS MI system and
tracking documents.
 Reviewing student information and engagement to ensure continued funding claims are
supported and ILR accuracy.

 Reviewing and updating trackers and risk registers as documents flow through the
department.

 Generating reports from PICS to assist sites and management in reviewing overdue
documents.
 Assisting in the management of the bursary compliance procedures across multiple
locations.

 Becoming knowledgeable about the ESFA’s and other programme funding streams
contractual requirements (especially in relation to bursary funding, core funding
requirements and reporting requirements), providing advice and guidance to managers
and their local operational teams on these requirements and expectations to ensure
complete compliance.

 Assisting as needed with the integration of Catch22 skills systems along with Catch22’s
other systems used by our People, Finance, Business Development and other corporate
teams.
 Be willing to travel between sites, particularly if assigned to a regionally structured study
programme site.
Admin & Finance Support

 Managing exam bookings across all College sites in accordance with the appropriate
awarding body, ensuring precise assignment of qualifications and levels. Utilise the
exams booking form to meticulously track all data, including exam results.
 Reviewing incoming correspondence and prioritising matters for the team’s attention and
responding to administrative requests such a taking minutes, supporting the team with
events, transport bookings etc.
 Utilising the electronic purchase order system to raise purchase orders, requisitions and
receipt of goods. Dealing with enquiries relating to purchase orders and requisitions from
suppliers, finance and accounts payable. And liaising with corporate services to ensure
that employers are paid in a timely manner through tracking of payments.

Special projects – being responsive and flexible

 Our whole team is 100% committed to working together to make sure we are always
getting better at what we do. This sometimes involves undertaking tasks that aren’t
necessarily included in job descriptions like this one. We need our administrator to be
flexible and responsive in the same way.
Being human!
 We don’t expect our staff to be perfect. We don’t want a robot. We want a human being
who might sometimes make mistakes, but who will learn from them. We want someone
who works hard, but who also knows how important it is to laugh sometimes! We want
someone who will have endless patience with our students because they can appreciate
the challenges they have faced, or that they continue to face. We want someone who is
passionate about helping young people to flourish in life, and who can see the vital role
they will play in enabling our team to do just that.

What does good look like for this role?

 Ensuring that we are fully compliant across our Catch22 Colleges.
 Operational Managers and delivery staff feeling well supported in their roles.
 Be an effective communicator disseminating information in a prompt and timely manner.
Organisational Relationships
 Report directly to the Compliance & Quality Manager

 Work as a member of the wider Operational team, covering their work at times, sharing best
practice, etc.

 Always embody Catch22’s core values. We want our people to always be collaborative, fearless,
results driven and original.
Compliance and Data Manager: Person Specification
COMPETENCY ESSENTIAL DESIRABLE ASSESSMENT
QUALIFICATIONS
 Minimum Level 2 in English and Maths  Business Administration Application Form,
qualification Interview/Selection
Process
KNOWLEDGE Application Form,
 Demonstrable knowledge in developing and  Some knowledge of ESFA
Interview/Selection
maintaining administrative systems and processes to funding and compliance
Process
support the work of a team. rules/methodologies.
Essential
 Able to demonstrate high level technical skills with  Experience and/or
experience of working with complex databases. demonstrable knowledge of
working in an education and
training setting, ideally with
‘harder to reach’ students who
may have behavioural or
emotional and social support
needs.
EXPERIENCE Application Form,
 Experience and/or demonstrable knowledge of working  Experience of working with
Interview/Selection
with/maintaining databases (e.g. case management both internal and sub-
Process
systems), i.e. using them rather than building them. contracted study programme,
apprenticeships or
 Experience in analysing and interpreting data, and in
employability delivery.
presenting data to a range of stakeholders to inform
their decision making.  Experience of undertaking
formal compliance audits.
 Experience in providing information, advice and
guidance to a range of stakeholders in respect of data,
compliance, recording rules, etc.
 Experience and/or demonstrable knowledge of
managing local financial processes and systems.
SKILLS & Application Form,
 High standards of organisation. Highly effective in  Able to appreciate and
ABILITIES Interview/Selection
 Process
managing your own time and in prioritising work to articulate the role of ICT in
Essential
meet competing deadlines. the effective delivery of
 Ability to remain calm and resilient in sometimes services and programmes.
difficult, stressful situations, as might be expected
given that the team is working to support young people
who have previously struggled in a traditional
educational setting.
 Able to convey complex information to a range of
stakeholders, either through reports or
presentations/verbally.
 Able to use your own initiative and to plan and prioritise
your workload, and willing to go the extra mile when
necessary to complete priority activities/meet
deadlines.
 Able to break down complex challenges/tasks into an
ordered programme of work to achieve a given
objective on time and to a high standard.
 Excellent ICT skills, particularly MS, MIS products and
CRM systems.
 An understanding of data protection and information
assurance regulations, and the importance of
respecting the confidentiality of the information you will
have access to.
OTHER  Share Catch22 values
 Awareness of and commitment to Equality & Diversity
 Willing to travel and work flexibly
 Desire to develop and undertake training as required