Apprenticeship Administrator

onlyFE; Telford; On-site; GBP 5,100 - 5,500; Full time

Job summary

onlyFE in the United Kingdom is seeking an Apprenticeship Administrator to support the delivery of apprenticeship programmes. You will provide a comprehensive administrative service to the Apprenticeship Department.

Working with the Head of Apprenticeships, assessors, employers and apprentices you will coordinate administrative processes, maintain learner and employer records, monitor compliance and produce timely management information to support funding and audits.

Qualifications

• Level 2 qualification (GCSE A* - C in maths and English) or equivalent.
• Willingness to attain maths and English qualifications with support.
• Experience of administrative tasks in a busy office with apprenticeships.

Responsibilities

• Provide administrative support to the Head of Apprenticeships and assessors.
• Arrange bi-weekly progress reviews, take minutes, and update progress tracking systems.
• Produce weekly reports on overdue reviews and compliance concerns.
• Monitor apprentice end dates and prepare extension documentation.
• Maintain apprenticeship records and the Digital Apprenticeship Service.
• Manage employer documentation and transfer records for timely updates.
• Ensure compliance documentation is completed and retained for audits.
• Collaborate with MIS and Finance to maintain systems and fund compliance.
• Monitor employer feedback and produce improvement reports.
• Support apprenticeship recruitment and learner engagement activities.

Skills

Microsoft Excel

Microsoft Office

Communication

Organisational skills

Customer service

Teamwork

Proactive work

Education

Level 2 Maths/English

Level 3 Administration/IT

Job description

£5,259.52 Pro Rata

£25,947 FTE

7.5 hours

As an Apprenticeship Administrator, you will play a key role in supporting the effective delivery of apprenticeship programmes, providing a comprehensive and responsive administrative service to the Apprenticeship Department.

Working closely with the Head of Apprenticeships, assessors, apprenticeship coordinators, employers and apprentices, you will coordinate a range of administrative processes, maintain accurate learner and employer records, monitor compliance requirements and produce timely management information.

You will work collaboratively with curriculum teams, MIS, Finance, awarding organisations and external stakeholders to ensure apprenticeship processes are completed accurately and efficiently, funding and audit requirements are met, and records are maintained to a high standard.

With a strong focus on organisation, accuracy and customer service, you will help ensure apprentices and employers receive a positive and professional experience throughout the apprenticeship journey, while supporting the department to meet its operational, funding and compliance requirements.

Key Responsibilities

• Provide administrative support to the Head of Apprenticeships and apprenticeship assessors.
• Arrange and coordinate bi-weekly progress review meetings with curriculum areas, take minutes, record actions and update apprentice progress tracking systems.
• Produce and distribute weekly reports identifying apprentices with overdue reviews, outstanding off-the-job training requirements and other compliance concerns.
• Monitor apprentice end dates and prepare extension documentation, ensuring assessors are informed of learners requiring contract extensions.
• Maintain accurate apprenticeship records and the Digital Apprenticeship Service to support operational management and funding compliance.
• Manage employer Health & Safety, ELI insurance documentation, and employer transfer records are maintained and updated in a timely manner.
• Liaise with assessors and employers in to ensure compliance documentation is completed and retained in line with funding and audit requirements.
• Work closely with MIS and Finance teams to maintain accurate systems and ensure apprenticeship processes comply with internal and external audit requirements.
• Monitor employer feedback and evaluate employer satisfaction questionnaires, producing reports and recommendations where appropriate.
• Support apprentice recruitment and learner engagement activities, including following up apprenticeship enquiries and supporting progression into Apprenticeship Academy programmes.
• Coordinate correspondence with apprentices, employers and curriculum teams to support learner progression and programme delivery.
• Raise invoices for apprenticeship activities and maintain accurate financial records.
• Provide monthly budget monitoring information and administrative support to the Head of Apprenticeships.

Skills, Knowledge & Expertise

• Proficient in the use of Microsoft Office, including MS Excel
• Experience of carrying out administrative tasks in a busy office environment working with apprenticeships and business development
• Ability to work proactively and use initiative to taking responsibility for prioritising work
• Ability to use IT systems and processes continually improving administrative systems and maximising efficiency
• Excellent communication and customer service skills
• Excellent organisational skills
• Ability to work with others as part of a team

Qualifications & Training

• Level 2 qualification (GCSE A* - C, or equivalent) in maths and English or a willingness to attain these qualifications with the support of the College
• Level 3 Administration / IT or other relevant level 3 qualification (Desirable)