Apprenticeships Officer (Admissions)

University of the Built Environment; Reading; Hybrid; GBP 26,000 - 28,000; Full time

Job summary

University of the Built Environment in Reading is seeking an Apprenticeships Officer (Admissions) to manage apprentice onboarding, sign-up docs and funding administration. You will build relationships with employers and guide applicants through enrolment and compliance.

The role combines office administration with cross-department collaboration, requiring careful record-keeping in SITS, PICS and e-Vision, and a commitment to safeguarding students while supporting continuous improvement of

Qualifications

• GCSE Maths and English at grade C or 4 or above.
• Further education level qualifications (D, A).
• Degree level qualification (D, A).
• Administration experience in an office-based environment (E, A).
• Customer service experience (face-to-face, via email and on the telephone) (E, A).
• Knowledge of apprenticeships and their funding/administration requirements/arrangements (D, A).

Responsibilities

• Be the first point of contact for apprenticeship enquiries and referrals via phone and emails.
• Process apprenticeship student enrolment and registration documentation and resolve any queries which may arise.
• Create and maintain records held within University of the Built Environment systems (including SITS, PICS and e-Vision).
• Evaluate employer applications for eligibility to deliver the required knowledge, skills and behaviours.
• Work closely with Admissions Officers to ensure that applications are processed in a timely manner.
• Draw up apprenticeship sign-up documents, including training plans and written agreements.
• Ensure that the apprenticeship admissions process is compliant with funding rules.
• Review employer health and safety documentation and maintain Health and Safety records.
• Safeguard apprenticeship student interests in accordance with University policies.
• Support Apprenticeship Outcomes Officers in arranging progress review sessions.
• Support the development and continual improvement of administrative systems and processes.
• Contribute to self-assessment and quality improvement.

Skills

Planning

Analytical thinking

Proactive approach

Cross-functional collaboration

Confidential data handling

Flexibility

Communication

Digital literacy

Education

GCSE Maths/English

Further education qualifications

Degree level qualification

Tools

SITS

PICS

e-Vision

CRM databases

Job description

JOB DESCRIPTION

Employment status and working hours

Permanent, full time.

Full time hours at the University are 35 per week with the standard working pattern Monday to Friday from 09:00 to 17:00, with some flexibility in start/finish times.

Organisation structure

Education and Students, Admissions and Enquiries.

Your line manager will be Elena Best-Shaw, Enquiries and Apprenticeship Admissions Manager.

Place of work flexibility

Your time will be split between the Horizons, Reading office and your home*. The exact split of days/hours is negotiable but must include a minimum of one working day each week in Horizons on Monday, Tuesday, Wednesday or Thursday. *Working from home is only possible if your environment is suitable – please see the 'Working from home' section on our Careers Site for further information.

High level summary of job role

As an Apprenticeships Officer (Admissions), you will work with apprentice employers, building good working relationships and offering advice when needed. You will help manage the apprentice onboarding process, complete sign-up documentation, and other apprenticeship-specific tasks. You will become familiar with apprenticeship funding rules and will be involved in the continuous development of apprenticeship provision at the University.

Whilst working towards the targets set for the recruitment of students in line with the University’s vision, you will also contribute to the teams’ continuous improvement ethos by proactively suggesting process improvements. You will have an opportunity to work with many teams across the University and get involved in various projects aimed at maintaining our position as the leading provider of built environment apprenticeships.

Specific job role accountabilities and responsibilities

• Be the first point of contact for apprenticeship enquiries and referrals via phone and emails.

• Process apprenticeship student enrolment and registration documentation and resolve any queries which may arise.

• Create and maintain records held within University of the Built Environment systems (including, but not limited to SITS, PICS and e-Vision).

• Evaluate employer applications for eligibility to deliver the required knowledge, skills and behaviours.

• Work closely with the University’s Admissions Officers to ensure that apprenticeship applications are processed and decided upon in a timely manner and in accordance with the University’s requirements.

• Draw up apprenticeship sign-up documents, including training plans and written agreements.

• Ensure that the apprenticeship admissions process is compliant with the Department for Education apprenticeship funding rules, staying up to date with changes and developments of apprenticeship funding.

• Review employer health and safety documentation and maintain Health and Safety records relating to apprenticeship delivery.

• Safeguard apprenticeship student interests in accordance with the University policies and procedures.

• Support Apprenticeship Outcomes Officers in arranging apprentice progress review sessions.

• Support the development and continual improvement of the University’s administrative systems and processes.

• Contribute to the University’s self-assessment and self-evaluation processes, and development of related quality improvement.

Other important features of the job role

Line management responsibilities: None.

Budget responsibility: None.

In this role you will liaise with the following: Employers, prospective apprentices, apprentice applicants, business development team, other University departments and teams, external agencies, stakeholders.

PERSON SPECIFICATION

E = Essential person requirement; D = Desirable person requirement

How the person requirement will be assessed:

A = Application; I = Interview; T = Test or other assessment

Please be aware that as part of safer recruitment and onboarding processes, we will seek original documentary evidence of the relevant academic and or professional qualifications which you include within your job application. This is all part of our comprehensive pre-employment screening which also includes checking your identity, right to work, criminal record history (basic disclosure unless specified otherwise), and three years employment history. This is all part of our commitment to safeguarding our students. Keeping our students safe is a responsibility shared by everyone within the University.

Qualifications and training

GCSE Maths and English Language Grade C or 4 or above (or equivalent) (E, A) .

Further education level qualifications (D, A).

Degree level qualification (D, A).

Previous experience

Administration experience in an office-based environment (E, A, I).

Customer service experience (face-to-face, via email and on the telephone) (E, A, I).

In a similar role (D, A).

Within the same or similar sector (Higher Education, Not for Profit) (D, A).

Behaviours and attitudes

Alignment to the University’s core values and growth mindset approach, which reflect our culture. Refer to the specific behaviours within the Competency Framework (E, I) - summarised within the careers site.

Skills, knowledge, other requirements

Planning and organisational skills, with the ability to work quickly and accurately under pressure (E, I, T).

Analytical and methodical approach to problem solving (E, I, T).

Proactive and professional manner with a 'can-do' approach (E, I).

Collaborative approach to cross-departmental working and the ability to build strong working relationships at all levels; both internally and externally (E, I).

Ability to deal with confidential and sensitive information with discretion; process data in accordance with data protection laws (E, I).

Ability to work flexibly, prioritise tasks in accordance with importance and urgency and to switch tasks at short notice (E, I, T).

Willingness to learn and contribute to any activity that helps the University to achieve its overall goals (E, A, I).

Aptitude to learn new software packages quickly and with ease (D, I).

Verbal and written communication skills (E, A, I, T).

Knowledge of apprenticeships and their funding and administration requirements/arrangements (D, A, I).

Knowledge and use of CRM databases (D, A, I).

Ability to work additional hours if required – reasonable prior notice will be given for this; this might be due to peak workloads or holiday cover (E, A, I).

Digital skills confidence: We use MS Office which includes Teams, Outlook, Word, Excel, and PowerPoint and several other systems/technology (E, I, T).

Commitment to delivering positive outcomes for our students regardless of your area of work within the University; we want our students to be successful (E, I).

You must be prepared to undertake mandatory online training should you be appointed. The University is regulated by the Office for Students and Ofsted, and we have specific requirements and expectations around safeguarding, Prevent, and anti-harassment and bullying. This is all part of our Competency Framework requirements (E, I).

PAY AND BENEFITS

Salary: Salary range £26,000 to £27,644 per annum.

Holiday: 26 days paid holiday (rising to 28 with service) plus paid bank/public holidays plus up to five paid closure days (typically between Christmas and New Year); all per holiday year Full Time Equivalent. Our holiday year runs from 1 August to 31 July. We also have a holiday buy and sell scheme in place. Sometimes the University does not need to close for five days per year and any balance (for example one day), can be used as a paid Wellbeing Day to take time out for your own physical or mental health.

Pension and life assurance: Pensions auto-enrolment to the People’s Pension which is a default salary sacrifice scheme. You may opt out of salary sacrifice but remain in the scheme, or you may choose to opt out altogether. We provide life assurance (death in service) cover as standard to all employees.

Family-friendly policies: Policies in place for all types of family-friendly statutory leave with enhanced pay available from day one of employment for some leave types. Access to Tax-Free Childcare (Government scheme).

Wellbeing: Full access to the Employee Assistance Programme as well as the Thrive Mental Wellbeing app. Several employees are trained Mental Health First Aiders and can support staff. We have a wellbeing policy and we focus on five pillars of wellbeing.

Sustainable travel: Cycle to Work and Electric Vehicle salary sacrifice schemes.

Parking: We have locked sheds for bicycles. For cars, for Horizons based roles, we may in the future be able to offer parking on site however you must not assume this will be possible. Every now and then we may have a spare parking space become available and you can ask to join the waiting list. The University is keen wherever possible, to encourage staff to commute as sustainably as possible.

Other health related benefits: Employer-funded Health Cash Plan (Simplyhealth) and voluntary dental insurance (Unum).

Other valuable benefits:

• Charity giving options available including one voluntary paid day, per annum.

• You will have access to range of lifestyle discounts and everyday savings.

• We offer learning platforms including LinkedIn learning.