Administrator

Position Administrator

Location Flexible working - home based with some travel across Jobs Guarantee delivery areas to meet colleagues, employers and partners (South & West Scotland)

Salary £24,479 + excellent benefits

Hours 35 hours per week (flexible working)

Status Fixed Term to October 2028

Closing date 11 October 2026

Please note: We are recruiting in anticipation of a decision on our Jobs Guarantee bid due to the short mobilisation period. Any appointment and confirmed start date will therefore be subject to successful contract award and mobilisation requirements.

Great frontline delivery depends on strong administration behind it.

Jobs Guarantee will support young people through referral, preparation for work, employment and onward progression.

Behind every participant journey there will be information that needs to be accurate, evidence that needs to be complete, activity that needs to be recorded and financial and performance information that needs to reconcile.

We are looking for an Administrator who can help make that happen.

This isn't simply a general administration role.

You'll play an important part in making sure Jobs Guarantee is organised, well evidenced and ready for performance reporting, financial claims and audit.

You'll work closely with Mentors, Employment Pathways colleagues, Team Leads, Finance, Quality Improvement and operational leadership.

You'll need to be somebody who notices when something doesn't add up.

You'll be comfortable checking information back to source, following up missing evidence and making sure the records behind reported performance can stand up to scrutiny.

Strong administration helps frontline colleagues spend more time supporting young people and gives the organisation confidence that the story told through our data genuinely reflects what happened.

What you'll do

1. Support participant administration

Provide high-quality administrative support across Jobs Guarantee.

Support the processing and recording of referrals, participant starts, employment information, changes and progression.

Make sure participant information is recorded accurately and promptly.

Track key documentation and identify missing information early.

Help colleagues understand what information and evidence is required at different stages of the participant journey.

Follow up gaps before they become a problem.

2. Maintain performance evidence

Help ensure the evidence behind reported performance is complete, accurate and accessible.

Check that activity and outcomes are supported by the required documentation.

Reconcile information across case-management systems, trackers and source evidence.

Identify inconsistencies and work with colleagues to resolve them.

Maintain clear audit trails.

Prepare information to support internal performance reviews, DWP reporting and audit.

3. End-to-end reconciliation

Work across operational records, REMY, trackers, employer information and supporting documentation to ensure information agrees from the original participant activity through to performance reporting and financial claim.

Don't simply correct individual errors.

Where discrepancies repeatedly appear, flag the underlying issue so the process itself can be improved.

Work closely with the Finance Assistant and Quality Improvement & Innovation colleague to close the loop on missing, inconsistent or poor-quality information.

Use regular checks and exception reporting to prevent backlogs of errors building up.

4. Support financial claims

Work closely with Finance and operational colleagues to make sure supporting documentation for financial claims is complete.

Help reconcile participant, employment, employer and performance information.

Check that documentation aligns with the activity or expenditure it supports.

Maintain organised evidence files.

Follow up missing or incomplete information.

Help prepare evidence packs for grant claims and audit.

5. Employer and employment administration

Maintain accurate information about employers, placements, job starts, employment dates and relevant changes.

Support the collection and organisation of information required for employer wage and onboarding-cost claims.

Make sure employment information is accurate, current and available when required.

Support communication and documentation associated with employer payments where appropriate.

6. Data quality that enables insight

Support high standards of data quality across Jobs Guarantee.

Run regular checks for gaps, duplicates, unusual entries or inconsistencies.

Work with colleagues to correct issues promptly.

Record locality and participant information accurately.

Good local insight depends on good underlying data. The information used by operational leaders, Quality and wider colleagues needs to be trusted.

7. Support operational teams

Be a helpful point of contact for colleagues.

Make programme processes clear and easy to follow.

Support meeting administration, action tracking and programme documentation where required.

Maintain shared records, templates and evidence in an organised way.

Work with Team Leads to anticipate deadlines rather than react to them.

8. Audit and assurance

Help maintain programme records in an audit-ready state.

Support internal and external audit by locating information and preparing evidence.

Help trace performance outcomes and claims back to source documentation.

Respond to queries promptly.

Use learning from audit or assurance activity to strengthen future administration.

What you'll bring

You'll bring:

Strong administrative and organisational skills.

Excellent attention to detail.

Confidence working with systems, spreadsheets and data.

The ability to reconcile information from different sources.

The confidence to identify and question discrepancies.

Strong record-keeping skills.

The ability to follow processes while spotting where they could be improved.

Good written and verbal communication skills.

Confidence following up missing information with colleagues.

The ability to manage competing deadlines.

A helpful and collaborative approach.

Sound judgement when handling confidential information.

Persistence when something doesn't add up.

The ability to think end-to-end rather than viewing administrative tasks in isolation.

An understanding that good data enables performance, finance, quality and insight across the service.

Experience of contract administration, performance evidence, grant-funded programmes, finance administration or audit support would be particularly useful.

View the Role Profile for full details about this opportunity.

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