Apprenticeship Operations Administrator

University College Birmingham; Birmingham; On-site; GBP 21,000 - 26,000; Full time

Job summary

University College Birmingham is seeking two Apprenticeship Operations Administrators to join our developing Centre for Apprenticeships. You will provide administrative support across the Centre, helping keep systems, records, communications and day-to-day arrangements behind our service running effectively.

You will administer apprentice and employer onboarding, maintain accurate records, update systems and coordinate documentation throughout the apprenticeship journey, supporting funding,

Qualifications

• Organised, approachable with strong attention to detail and confidentiality.
• Clear communication; ability to manage multiple priorities and deadlines.
• Experience using digital systems, databases and administrative processes.

Responsibilities

• Administer apprentice and employer onboarding and documentation.
• Maintain accurate records and update systems across the apprenticeship journey.
• Support funding, contractual processes, and audit preparation.
• Coordinate meetings and training activities; support colleagues across the team.

Skills

Attention to detail

Organisational skills

Digital systems proficiency

Communication skills

Data protection knowledge

Prioritisation

Tools

Microsoft Office

Job description

University College Birmingham is seeking two Apprenticeship Operations Administrators to join our developing Centre for Apprenticeships. As part of our Operations team, you will help deliver an organised, responsive service for apprentices, employers and colleagues across the University.

You will provide administrative support across the Centre, helping keep the systems, records, communications and day-to-day arrangements behind our service running effectively. This will include coordinating meetings and training activities, maintaining shared resources and documentation, responding to enquiries and supporting colleagues across the team.

Alongside this wider support, you will help administer apprentice and employer onboarding, maintain accurate records, update systems and coordinate documentation throughout the apprenticeship journey. You will also support funding and contractual processes, financial administration and the preparation of information for audit and monitoring.

Working closely with Operations colleagues, Progress Coaches and academic teams, you will help ensure information is complete, accessible and up to date. You will follow up outstanding actions, keep colleagues informed and recognise when an issue needs further attention.

We are looking for organised, approachable colleagues with strong attention to detail, confidence using digital systems and databases, and experience of managing competing administrative priorities. You will understand the importance of confidentiality and accurate records, communicate clearly and take responsibility for following work through.

Experience in apprenticeships or education would be valuable. We also welcome applicants who bring relevant administrative experience from other settings and can demonstrate an understanding of apprenticeship provision.

These roles offer the opportunity to contribute to a developing team whose work supports apprentices throughout their programmes.

Interviews will take place on Thursday 10th December 2026.

• Ability to identify inaccuracies, omissions and inconsistencies in records and documentation with a high level of attention to detail, handle confidential information securely and apply data protection requirements in day-to-day work
• Ability to plan, prioritise and manage multiple activities and deadlines within a busy operational environment, following administrative processes, procedures and regulatory requirements accurately and consistently to support effective workflow management
• Ability to explain information clearly, adapt communication to different audiences and recognise when enquiries require escalation, providing a helpful and responsive service
• Ability to use Microsoft Office applications to prepare documents, maintain spreadsheets and present routine information, and to learn new digital systems
• Ability to apply knowledge of apprenticeship programmes, processes and associated funding arrangements to administrative tasks.