Office Administrator

Description:

The Office Administrator will support the Operations Manager in ensuring smooth office operations. This role will involve assisting the Admin team in managing the enrolment process for learners joining Captiva’s apprenticeship programmes, ensuring all required documentation is collected, and responding to general enquiries from potential apprentices. The ideal candidate will be highly organised, proactive, and possess strong communication skills to liaise with both internal teams and potential apprentices.

At Captiva Learning, we support organisations in achieving their talent goals through apprenticeships, helping people reach their career and education objectives. While regulations govern apprenticeships, our commitment drives us. In this role, you will blend both to provide opportunities and engagement, aligning with our values.

If you are adaptable to change, used to work in a fast passed environment, and customer-focused, this role offers a unique opportunity for you to shine while we support your personal and professional growth.

Technical Competencies

Meeting and Calander Management

• Proficient in scheduling and coordinating meetings and appointments using digital calendars (e.g., Outlook, Google Calendar).
• Managing catering and venue requirements for in-house and external meetings.

Office Administration and Resource Management

• Monitoring and managing office supplies and inventory to ensure smooth daily operations.
• Engaging and coordinating with external vendors and service providers for maintenance and facility needs.

HR Administrative Support

• Overseeing and ensuring compliance with workplace Health and Safety policies and procedures.
• Coordinating health and safety documentation for learners and employers as part of apprenticeship programmes.

Learner and Employer Onboarding

• Managing the collection and verification of enrolment documentation, including contracts, assessments, and residency evidence.
• Liaising with apprentices and employers to ensure compliance and readiness prior to programme start.

CRM and Data Management

• Using Customer Relationship Management (CRM) systems to upload, organize, and retrieve documentation.
• Maintaining accurate records in line with data protection and internal quality standards.

Digital Communication and Correspondence

• Managing shared email inboxes professionally, ensuring timely responses and accurate documentation handling.
• Coordinating with internal teams and external stakeholders to streamline communications.

Initial Assessments and Eligibility Checks

• Facilitating the completion and tracking of initial learner assessments.
• Ensuring eligibility and residency evidence aligns with programme requirements.

Event Coordination

• Supporting event planning and administration, including logistics and stakeholder communication, under the direction of the Operations Manager.

Team Collaboration and Support

• Providing administrative and operational support to the enrolment team and broader business functions.