Apprenticeship Administrator

MetaGedu Apprenticeships; Birmingham; On-site; GBP 24,000 - 30,000; Full time

Job summary

MetaGedu Apprenticeships is seeking an Apprenticeship Administrator to support learner registration and maintain compliance within apprenticeship programs based in Birmingham. The role demands strong organizational skills and attention to detail, ensuring smooth operation of the educational provisions while providing exceptional support to learners and staff.

Qualifications

• Experience in an administrative role within the education or apprenticeship sector.
• Familiarity with ESFA compliance and funding rules is desirable.
• Knowledge of safeguarding and data protection legislation.

Responsibilities

• Coordinate learner onboarding processes and maintain accurate records.
• Liaise with employers for apprenticeship documentation.
• Assist with preparation for audits and inspections.

Skills

Organisation

Communication

Attention to detail

Education

GCSEs including English and Maths at Grade C/4 or above

Tools

Microsoft Office

Job description

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Role Purpose

We are seeking a detail-oriented and organised administrator based in central Birmingham to manage and support all functions within the Apprenticeship provision. The ideal candidate will ensure the smooth operation of registration processes, student records, academic schedules, EPAO coordination and compliance with regulatory standards.

The role requires a proactive and highly organised administrator to support the education delivery and learner registration processes within our training and apprenticeship programmes. This role ensures learners are accurately enrolled, tracked, and supported throughout their journey. The ideal candidate will have experience in education

or apprenticeship administration, a strong eye for detail and a commitment to compliance and learner service.

Role and Responsibility

• Coordinate learner onboarding processes, including enrolment, induction scheduling, and document collection.
• Accurately input and maintain learner information in the Management Information System (MIS) and digital portfolios.
• Track learner progress and support timely completion of Individual Learning Plans (ILPs), reviews, and assessments.
• Ensure all learner files are audit-compliant and meet ESFA (Education and Skills Funding Agency) and awarding body requirements.
• Liaise with employers to collect required apprenticeship documentation (e.g., commitment statements, agreements).
• Support tutors, assessors, and delivery staff with administrative tasks, including timetabling and communication with learners.
• Assist with preparation for Ofsted inspections, ESFA audits, and external quality assurance visits.
• Generate reports on learner engagement, attendance, and progress for internal use and funding compliance.
• Handle learner queries related to course information, scheduling, and registration with a strong focus on customer service.
• Coordinate certification claims and ensure timely processing through awarding bodies

Skills and Experience

• GCSEs (or equivalent) including English and Maths at Grade C/4 or above.
• Previous experience in an administrative role within the education, apprenticeship, or training sector.
• Familiarity with apprenticeship standards, funding rules, and ESFA compliance (desirable).
• Proficient in Microsoft Office (Excel, Word, Outlook) and learner management systems.
• Strong organisational skills and the ability to work independently in a fast-paced environment.
• Excellent written and verbal communication skills.
• A keen eye for detail and commitment to accuracy and data integrity.
• Experience with systems such as BUD, PICS, Maytas, or Smart Assessor.
• Knowledge of safeguarding, GDPR, and data protection legislation.
• A learner-centred approach with a passion for supporting personal and professional development.
• Ability to adapt to changes in funding or regulatory frameworks.

Other Information

The Apprenticeship Administrator will also be expected to demonstrate their commitment:

• To MetaGedu’s and the wider organisation’s values and regulations, including the equal opportunities policy.
• To the wider organisations, Economic and Environmental responsibilities, and minimise environmental impact in the performance of the role, and actively contribute to the delivery of the wider organisation’s Environmental Policy.
• It is their health and safety responsibility to ensure their contribution to a safe and secure working environment for staff, students, and other visitors to the campus when on site.
• This is a full time role based in Birmingham ONLY.

Safer Recruitment Statement

MetaGedu Apprenticeships Ltd is committed to safeguarding and promoting the welfare of children and vulnerable adults. All posts are subject to a Disclosure and Barring Service certificate (DBS), Social Media Checks (Education), and any other checks deemed relevant to the role. Our safeguarding policy can be found at https://metagedu.io/wp-content/uploads/2023/08/Safeguarding-Policy.pdf and data protection policy https://metagedu.io/wp-content/uploads/2023/08/Data-Protection-Retention-Policy.pdf

We are an equal opportunities employer and welcome applications from all suitably qualified candidates regardless of their race, sex, disabilities, and religions/beliefs, sexual orientation or age.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

• Industries

  Education

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