Isle of Anglesey County Council

Job Description

Job Title: TRAC Monitoring and Compliance Officer Post Number: Directorate: Learning Service Unit: Youth Grade: Purpose of the Project: The aim of the project is to enable young people to achieve their full learning potential and economic potential by providing additional, individualised, and intensive support to ensure that they have the skills and confidence to succeed in education, employment and training. and to reduce the numbers of young people in NW Wales who are not engaging with education and may end up not earning or learning, (NEETS) or at risk of becoming so or who are failing to reach their full potential, because of multiple barriers. . The post is funded until December 2021 (to be confirmed) through ESF. Overall Job Purpose – To work with the TRAC Project Manager and the TRAC Finance Officer to be responsible for the monitoring of the TRAC external grant scheme including assisting with the co-ordination and compilation of grant claims ensuring that they are completed accurately and on time in accordance with best financial practices and European Regulations. To be responsible for the compilation of output evidence for the operation via the regional TRAC database. To liaise with the Lead Body, the Council’s External Auditors, Wales European Funding Office and any other Auditor to ensure that the auditing process is as efficient as possible and that each audit reaches a satisfactory conclusion. To liaise with and advise Services on financial and governance issues so as to ensure the grant is applied to and used properly in accordance with the Council’s constitution and the criteria of the grant awarding body. To ensure effective management of resources, proper accountability and compliance with statutory, professional and corporate standards and to ensure that financial risk is recognised and managed. To direct and ensure accurate and timely collation of eligibility data from the TRAC team and maintain all necessary evidence for the relevant periods as stated in EC/ESF guidelines. To ensure all

referral processes are documented and interventions fully evidenced demonstrating hard and soft outcomes. Principal Accountabilities / Key Tasks:

1. To ensure that consistently accurate, high quality electronic and paper records of all TRAC project activity are created and maintained being easily accessible and interpretable by non-project staff/auditors.

2. To assist the Finance Officer in ensuring that financial claims and all supporting evidence are maintained in accordance with the approved procedures and complex European Regulations.

3. To be responsible for ensuring compliance with complex ESF regulations and

ensure accurate recording and compilation of sensitive beneficiary output evidence by project staff in support of grant claims for TRAC.

4. To monitor project outputs on a quarterly basis against those set out in the approved Business Plan

5. To support the TRAC Project Manager in identifying project risks, recording

these and escalating in line with TRAC’s governance processes. Also, identifying and implementing mitigating actions.

6. To work with the TRAC Project Manager and the TRAC Finance Officer to

monitor accurate collation, recording and management of participant eligibility and intervention documentation in accordance with data protection requirements.

7. Providing operational support and taking some responsibility for specific processes as required by the TRAC manager;

Participant Identification (Evidence of panels held, Learner Profiling Tool data accuracy, intervention decisions, participant voice)

Participant Enrolment (Eligibility Documentation, Youth Star, Database entries)

Training provision mini competitions (advert, enquiries, scoring, award, QA, evaluation and providing reports to the regional TRAC management team)

Progress reports (participant data, claims data, risk identification)

8. Compilation of beneficiary output evidence in support of grant claims for the Project including management of the Beneficiary Database in line with European Regulations.

9. To work as Line manager for the Administrative Assistant to ensure that all

relevant documents in each participant’s file are kept according to ESF requirements.

10. To assist the Finance Officer with Quarterly Management Verification Team

Monitoring Vists from the Lead Body and Audit Information Requests from WEFO.

11. To liaise with Denbighshire Regional TRAC team as Lead Body, Wales

European Funding Office, Programme Managers, External and Internal Auditors on a regular basis to discuss and assist in resolving any potential problems or queries relating to grant claims, audits or evidence documentation.

12. To deputise on behalf of the Finance Officer when required at project meetings, on corporate or other working groups or initiatives, including meetings with external partners such as Welsh Government.

13. To work with the TRAC Project Manager to ensure compliance with Anglesey County Council policy, Public Contracts regulations 2015 and the European Commission’s.

14. Coordinate mini competition procurement processes in accordance with

Regional Guidance, including specification writing, advertisement, evaluation and scoring, contract awards, contract compliance and QA, quarterly reports on DPS activity and contract amounts.

15. To develop and maintain good working relationships with the Lead Body and other external partners.

16. To undertake any other duties as are within the scope of the job purpose, the

title of the job and commensurate with the grade.

Position in the Organisation:

Reports to: TRAC Manager Responsible for: Deputising as Line Manager for Admin Assistant when required

Staff supervised: None Financial Resources Level: A,Level 3, B Level 3, C Level 3 Indicative Value £1,000,000+ Physical Resources

Land and buildings - No./area

Value £0

Plant / Vehicles / Equipment – No

Value £

Responsibility limited to custody and use of low/medium value office equipment within the team.

Information Systems – No./volume:

Value £1,000,000+ Responsibility for handling and processing of manual and computerised information, where care, accuracy, confidentiality and security are important.

Delegation None

Demands within the job: Physical demands Normal physical demands associated with an office environment including standard keyboard use, use of office equipment and lifting of small items of equipment, paper records etc. Mental demands Combination of prolonged mental effort and concentration in completion of complex pieces of work e.g grant claims and completion of reports and analysis of corporate significance and intense periods of effort and concentration to respond quickly to unpredicatable and varied demands e.g. in response to information required urgently by corporate management or to external enquiries in respect of the Council’s finances. Required to balance conflicting demands and priorities in a pressurised environment. Emotional demands There will be a certain amount of pressure to meet deadlines and deal with scrutiny.

Language Requirements:

Post is Welsh ESSENTIAL (also see Welsh Language Skills – post assessment)

Spoken:

Welsh

Basic conversation / exchanging information Detailed discussion / interviewing / investigation Presentations Advocacy / representation

X English

X Basic conversation / exchanging information X Detailed discussion / interviewing / investigation Presentations Advocacy / representation

Other

Please Specify:

Basic conversation / exchanging information Detailed discussion / interviewing / investigation Presentations Advocacy / representation

Written:

Welsh

Recording simple messages / emails

X Writing letters X Preparing reports and public documents

X English

X Recording simple messages / emails X Writing letters

X Preparing reports and public documents

Other

Please Specify:

Recording simple messages / emails Writing letters Preparing reports and public documents

Working Arrangements and Conditions:

Working week: 5 out of 7

Contracted hours: 37

Spread: Ordinarily Monday to Friday

Identified work base: Llangefni is the main office base but may be required to work from alternative locations if required.

Normal work location

Normally office based X Office based but with some site / home / meeting visits

Travelling Officer role with occasional visits to identified work base

Business Travel

Some business travel. Postholder may need to use own vehicle, but mainly uses

fleet vehicles when available.

Exposure to disagreeable working conditions

Environmental

X Minimal / normal office environment

Some Significant

Aggressive / difficult clients

X Minimal Some Significant

Other Conditions:

Work Flexibilities / Restrictions

Other Conditions:

DBS check required

Enhanced

Standard

Not applicable

Work Flexibilities / Restrictions

Politically Restricted Post:

Yes

No

:

Home / Mobile Phone provided

Yes

No

Protective Clothing provided:

Yes

No

Flexibility

Your attention is drawn to the fact that in some cases particular duties and responsibilities are difficult to define and may vary from time to time without changing the general character of the duties and level of responsibilities entailed. In addition, it is a requirement of all employees that they accept elements of flexibility in duties and responsibilities and when necessary interchange within the organisation which will meet the changing needs and demands of the service. Such a requirement will enable the particular expertise of the postholder to be developed and maximised to the mutual benefit of both employer and employee.

Date of preparation of this job description document:

30.8.17

Isle of Anglesey County Council - Person Specification

1. Education and Training

The minimum educational requirements/professional or vocational qualifications for the post

1.1 Essential

1.1.1 Educated to NVQ Level 3 (Certificate or Diploma) in Business and Administration

1.1.2

1.2 Desirable

1.2.1 Educated to degree level

1.2.2 Evidence of continued professional development

1.2.3

Any specific training required for the post Incl. Certification

1.3 Essential

1.3.1

1.4 Desirable

1.4.1 Principles of Financial Audit

2. Key Competence Requirements

Job related knowledge Critical for effective performance

2.1 Essential

2.1.1 Knowledge of Public Contract Regulations

2.1.2. Knowledge of European Funding Regulations

2.1.3 Awareness of local authority accounting policies, procedures and statutory accounting requirements.

2.1.4 Work based experience in a Finance environment

2.1.5 Awareness of support services available to young people

2.1.5 Knowledge of European Structural Fund claims procedures and audit evidence requirements

2.1.6 Excellent working knowledge and experience of Microsoft Word, Outlook and Excel

2.2 Desirable

2.2.1 Advanced Microsoft Excel user

Specific skills critical for effective performance

2.3 Essential

2.3.1 High level of numeracy skills with an emphasis on accuracy.

2.3.2 Good oral and written communication skills including the ability to present clear and accurate reports.

2.3.3 Ability to comprehend highly complex European Funding Regulations

2.3.4 Ability to maintain high standards of record keeping and documentation according to project requirements and for ease of audit.

2.3.5. Ability to work to tight deadlines

2.3.6 Ability to work with limited supervision

2.3.7 Ability to ensure deadlines for paperwork submisison are met by project staff

2.3.8 Ability to identify and challenge documentation errors and steer the accurate maintenance of participant folders amongst project delivery staff.

2.4 Desirable

Managerial skills critical for effective performance

2.5 Essential

2.5.1

2.6 Desirable

3. Personal Attributes

Personal values and characteristics which should be demonstrated in performing the duties of the post

3.1 Essential

3.1.1 Flexible and able to work as part of a team.

3.1.2 Ability to deal with staff at all levels of the Authority.

3.1.3 Commitment and Integrity.

3.1.4 Bilingual : Welsh and English

3.2 Desirable

3.2.1

4. Personal Circumstances

Job demands which, if not met, could constrain effective performance in post

4.1 Essential

4.1.1 Flexibility of working hours – occasionally to meet specific work demands.

4.1.2 Car Driver

4.2 Desirable

4.2.1

ISLE OF ANGLESEY COUNTY COUNCIL

Welsh Language Skills – workplace assessment

NAME : ………………………………………………………………………………………………………….

SERVICE : ……………………………………………………………………………………………………...

LOCATION : ……………………………………………………………………………………………………

GRADE OF POST : …………………………………………………………………………………………..

DATE ……………………………………………………………………………………………………………..

POST IS WELSH ESSENTIAL/DESIRABLE (as noted on the job description)

Tick the relevant box (at least one from each section, ie. (i), (ii), (iii), (iv)

(i) Listening

0 No skills

1 Able to understand basic enquiries in Welsh [“Ble mae…?”, “Ga i siarad â…?”]

2 Able to understand a basic social conversation in Welsh

3 Able to follow routine conversations involving work between fluent Welsh speakers

4 Able to follow the majority of conversations involving work including group discussions √

5 Able to understand all conversations involving work

(ii) Reading

0 No skills

1 Able to read basic words and phrases, e.g. signs or short and simple notes

2 Able to read basic material involving work (slowly)

3 Able to read routine material with a dictionary

4 Able to read the majority of material in own area √

5 Able to understand all material involving work

(iii) Speaking

0 No skills

1 Able to conduct a general conversation [greetings, names, saying, placenames]

2 Able to answer simple enquiries involving work

3 Able to converse with someone else, with some hesitancy, regarding routine work issues

4 Able to speak the language in the majority of situations using some English words √

5 Fluent – able to conduct a conversation and answer questions, for an extended period of time where necessary

(iv) Writing

0 No skills

1 Able to write basic messages – “Diolch am y llythyr. Dyma gopi o’r map”

2 Able to answer simple correspondence with assistance

3 Able to draft routine text, with editing assistance

4 Able to prepare the majority of written material related to the area, with some assistance in terms of revision

√

5 Skilled – able to compete written work without the need for revision

While undertaking the skills assessment for the post it is necessary to look at the language skills of the team and the nature of the service and then justify if a post is not ‘Welsh essential’.