Contracts Project Administrator

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Support the smooth delivery of CITB and bootcamp programmes as a Contract Project Administrator, ensuring accurate learner records, compliance, and timely reporting to meet contractual standards.

Responsible to: Direct Contracts Manager

Location: Cardiff

The Contract Project Administrator supports the Direct Contracts Manager in the effective delivery and management of CITB, pre-employment and bootcamp programmes across the direct contracts. The role ensures internal and external IT systems are maintained and compliant and learner data entered in a timely manner.

The post holder will be responsible for maintaining the integrity and accuracy of leaner records carrying out detailed quality assurance of documentation, and supporting the compliance requirements of funding bodies Additionally, the role contributes to the production of weekly and monthly performance and compliance reports to ensure contractual obligations are fulfilled to a high standard. A strong emphasis is placed on maintaining accurate, accessible, and auditable records at all times.

Principle duties and responsibilities:

Provide comprehensive administrative support during the pre-enrolment process, ensuring that all prospective learners meet the eligibility requirements of the relevant funding streams.
Conduct thorough quality assurance checks of completed enrolment paperwork, in accordance with internal protocols and funder guidelines.
Verify that all documentation submitted complies with the specifications set by funding providers.
Maintain and update internal client and learner management systems with accurate and timely information.
Ensure the correct entry and coding of learner data onto PICS to facilitate accurate and compliant ILR (Individualised Learner Record) submissions.
Generate and review ILR reports, ensuring timely submission with zero errors, in line with regulatory deadlines.
Enter and manage learner and contract data on external funding partner platforms with diligence and precision.
Develop and maintain comprehensive checklists to confirm that all required documentation is uploaded and accessible within each learner's electronic file.
Respond to queries from new and existing learners, partners, and stakeholders, providing professional and courteous support.
Assist in the coordination and distribution of promotional materials and contribute to the planning and delivery of outreach or recruitment events.
Undertake any additional duties commensurate with the role and within the scope of the post holder’s skills and capabilities, as reasonably requested by management.

Desired Skills and Experience

Attention to detail and accuracy are required
Working experience of planning and implementing administrative systems to ensure organisational and efficiency
Good computer skills (MS Office)
Well-organised and responsible with an aptitude in problem-solving
Ability to use own initiative and work independently if required.
Excellent verbal and written communication skills
A team player with high level of dedication