BABM Employer Liaison & Administration

Job Title:             BABM Employer Liaison & Administration

Reporting to:     Group Head of Apprenticeships/ Head of Limerick Campus

Location:             Griffith College Limerick, O'Connell Avenue

Job Type:            Permanent / Part-Time (20 hours per week), subject to 6-month probation period

Key Responsibilities:

Main Point of Contact for Apprentices and Employers

• Ensure a high level of student service and professionalism at all times.
• Dealing with queries that come in via phone/email / CRM (HubSpot) in a timely manner
• Contact Employers directly after initial contact is made to ensure complete understanding of the registration process with Griffith College and SOLAS.
• Engaging with SOLAS authorised officers

Overview

• Managing the onboarding process of employers, apprentices and workplace mentors for two apprenticeship programmes:
• Advanced Healthcare Assistant Practitioner -NFQ Level 6 - 2 Years
• Bar Manager – NFQ Level 7 – 3 Years
• Managing the employer and workplace mentor liaison element of the programmes

Key Responsibilities:

Onboarding of new apprentices

• Dealing with queries in a timely manner that come in via phone/email / CRM (HubSpot)/SOLAS system from employers and apprentices
  • Contact Employers after initial contact is made to explain the registration process with Griffith College and SOLAS.
  • Manage the College employer quality assurance process using the ALEAT form
• Process employers and apprentices through the SOLAS statutory system, engaging with the SOLAS authorised officers to ensure employer sites are approved and apprentices are registered on apprenticeshiponline.ie
• Processing apprentices through the College admission system (Themis)
• Provide regular updates to the management team and the Consortium Steering Group regarding the progress of onboarding of employers and apprentices for each intake
• Setting up each new employer and their associated apprentices, workplace mentors, and SOLAS authorised officers in the College HubSpot CRM. Sending all correspondence from the HubSpot CRM.
• Engage with the College fees office to ensure fees are paid or an employer sponsorship form is completed.
  

Management of the SOLAS statutory IT platform

• Monitoring and managing the programmes apprenticeshiponline.ie SOLAS system.

• Contact employers if the expression of interest is submitted through SOLAS to explain the registration process with Griffith College.

• Engage with SOLAS authorised officers to ensure all learner, employer, and mentor information is up to date, noting any changes to mentors or employers, or withdrawals or deferrals.
• Provide apprentice progress reports to the SOLAS authorised officer, inclusive of attendance and academic performance when requested.

Activities during the delivery of the programme

• Assist with the organisation of the induction programme for apprentices, and workplace mentors and the graduation ceremonies
• Keep an accurate record of apprentices on the programme and a detailed schedule of with dates of all those that leave the programme before graduating.
• Recording of attendance using the attendance system
• Sending out weekly attendance reports to employers
• Sending out Semester study schedule to apprentices and Workplace mentors
• Advising all relevant stakeholders of any changes in apprentice, workplace mentor, employer status.
• Advising employers of apprentices who are falling behind and might need additional support.

Team interactions

Manage the internal interviewing, as part of the onboarding process of:

• Candidates
• Employers
• Workplace mentors

Working closely with the other members of the team to ensure a seamless transition from onboarding to the delivery stage for the apprentices and employers

Hard Skills

Strong IT skills are required for this role, systems used include:

• HubSpot CRM,
• Moodle VLE
• Zoom
• Themis student management system
• MS Teams and SharePoint
• MS Outlook, Word and excel

Soft skills required for the role

• Excellent telephone manner
• Excellent interpersonal skills
• Excellent communication skills
• Persistence
• Ability to work proactively and use own critical

Minimum Education / Experience Requirements:  

• Excellent interpersonal and communication skills.
• Good planning and organisation skills.
• Strong attention to detail.
• Strong IT skills and knowledge of MS Office

About Griffith College

Griffith College is a welcoming, ambitious and people-focused institution where the quality of the working environment is shaped as much by the people as by the purpose. Across our campuses in Dublin, Cork and Limerick, colleagues work in supportive teams where professionalism, mutual respect and collaboration are part of everyday life.

Founded in 1974, Griffith College is Ireland’s largest independent third-level institution, with a community of over 8,000 students across its campuses. The College delivers a broad range of undergraduate, postgraduate and professional programmes across disciplines including business, law, computing, journalism, design and pharmaceutical science.

What sets Griffith apart is not only its commitment to high-quality education, but the culture that underpins it. Staff regularly speak about the strength of the relationships they build here, the trust between colleagues, the willingness to support one another, and the opportunity to contribute to an organisation that has meaningful impact on students from Ireland and internationally, working alongside people who genuinely care about what they do and who they work with.

Our Vision
"To be recognised among the leading, innovative and socially enterprising of Ireland’s universities”

Why work for Griffith College?

• Competitive salary package
• Access to healthcare plans for employees and their families
• Enhanced maternity leave pay
• Flexible working arrangements in line with the College's remote working policy
• Subsidised College programmes to support career development and upskilling.
• Opportunities for staff mobility through Erasmus+ and other international mobility programmes
• Mental Health and Wellbeing supports available
• Cycle to Work scheme
• Vibrant, multidisciplinary and multicultural learning environment
• Inclusive and diverse community
• Innovative and agile place to work
• Welcoming environment committed to both learner and staff development
• Staff discounts and offers from a wide range of retailers and service providers
• Preferential accommodation rates during the summer period for staff, and for friends and family of staff at Griffith Rooms
• Year-round staff social and wellbeing events, including BBQs, coffee mornings, wellness talks, EDI events, and more

This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline of proposed areas of activity and will be amended in the light of the changing environment within the Faculty and the College.

Griffith College is an equal opportunities employer. Candidates must be eligible to work full-time for any employer in Ireland.