Apprenticeship Operations Officer

University College Birmingham; Birmingham; On-site; GBP 32,000 - 46,000; Full time

Job summary

University College Birmingham is seeking an Apprenticeship Operations Officer to join the developing Centre for Apprenticeships. The role covers onboarding, compliance reviews, data validation and audit preparation to support funding and contractual requirements.

You will help develop our apprenticeship systems, including programme builds, templates and reporting structures, and provide guidance to colleagues and employers to enable confident, consistent system use and effective delivery of

Qualifications

• Experience with apprenticeship funding, compliance or operational assurance.
• Experience configuring and maintaining apprenticeship systems and reporting structures.
• Ability to interpret funding and compliance requirements and identify risks.

Responsibilities

• Onboard, conduct compliance reviews and validate data for apprenticeship funding.
• Prepare audits and support colleagues and employers with funding and contractual requirements.
• Develop, configure and maintain apprenticeship systems, templates and workflows.
• Provide guidance and training to colleagues to use systems confidently and consistently.
• Translate programme requirements into effective system configurations and reporting.
• Collaborate with progress coaches, academic teams and employers to support successful apprenticeships.

Skills

Contract compliance

Data validation

Auditing

Systems configuration

Stakeholder training

Progress reporting

Risk identification

Job description

University College Birmingham is seeking an Apprenticeship Operations Officer to join our developing Centre for Apprenticeships. Working across funding, compliance and systems, you will help strengthen the operational infrastructure that supports high-quality apprenticeship delivery and a positive apprentice and employer experience.

You will help ensure our provision remains compliant, auditable and operationally effective. Your work will include onboarding, compliance reviews, data validation, audit preparation and supporting colleagues and employers with apprenticeship funding and contractual requirements.

A particular priority is developing our apprenticeship systems to support effective delivery, meaningful progress tracking and reliable reporting. You will bring practical experience of configuring and maintaining an apprenticeship platform, including programme builds, workflows, templates and reporting structures. Our current platform is Smart Assessor, but relevant expertise gained using other apprenticeship platforms is equally welcome.

Working with academic and operational colleagues, you will translate programme requirements into effective system configurations, connecting apprenticeship delivery with the information needed to understand progress and support decision-making. You will also provide guidance, training and support to help colleagues use the system confidently and consistently.

You will bring experience of apprenticeship funding, compliance or operational assurance, together with the ability to interpret requirements, identify risks and follow issues through to resolution. You will communicate clearly, build effective working relationships and take a practical approach to improving systems and processes.

This is an opportunity to contribute to an evolving service, working closely with progress coaches, academic teams, quality colleagues and employers to support successful apprenticeships.

Interviews will take place on Wednesday 9th December 2026.

• Ability to interpret and apply apprenticeship funding rules, regulatory requirements and compliance expectations across onboarding, gateway, changes in circumstance, breaks in learning and completion, including employer eligibility, levy and non-levy funding, co-investment and apprenticeship service requirements
• Ability to use audit, assurance and risk-based monitoring approaches to identify compliance risks, analyse findings and recommend appropriate corrective actions
• Ability to develop, configure and maintain apprenticeship systems, templates, programme builds and reporting structures to meet operational, data management and reporting requirements
• Ability to explain complex funding, compliance and systems requirements clearly, adapting advice and guidance to different audiences
• Ability to plan, prioritise and manage multiple activities and deadlines within a complex operational environment