MIS Compliance (Apprenticeships) Administrator

LXP Talent; Bath; On-site; GBP 29,000 - 35,000; Part time

Job summary

LXP Talent seeks an Apprenticeship Funding and MIS Administrator in Bath for a 12-month fixed-term contract with potential to become permanent. The role is 18.5 hours per week with flexible days and a salary from £32,000 per annum pro rata.

You will support accurate administration, compliance and reporting across apprenticeship programmes. Key duties include maintaining learner records, checking funding eligibility, and ensuring audit-ready data across MIS, ILP, and ILR systems.

Qualifications

• Highly organised, accurate and meticulous with multiple priorities.
• Experience in apprenticeship, education, funding, compliance or learner record administration.
• Good working knowledge of apprenticeship funding rules, eligibility and compliance.
• Experience using MIS to input, maintain, check and report learner, employer and programme data.
• Understand IU data, audit-ready learner files.
• Proficient in Excel with data validation and tracking.
• Strong communication and relationship-building with delivery teams, employers and learners.
• Identify data discrepancies, investigate issues and own resolutions.
• Own vehicle for work-related travel.
• Experience with systems such as PICS, Ap1em, OneFile, Bud, Smart Assessor (or similar) is desirable.

Responsibilities

• Maintain learner, employer and programme records using MIS, e-portfolio platforms and databases.
• Complete and check enrolment, sign-up, eligibility, prior learning, training plan and employer documentation.
• Conduct funding eligibility checks and ensure evidence is audit-ready.
• Input and maintain ILP data, ensuring deadlines are met.
• Use MIS to monitor learner starts, progress, end dates, breaks, withdrawals and completions.
• Perform regular data checks, cleansing and resolve issues with colleagues.
• Ensure Apprenticeship Service records, employer approvals and ILR data are aligned.
• Maintain documentation to support funding claims and audits.
• Produce accurate reports, trackers and spreadsheets on learner numbers, progress and performance.
• Support delivery teams to keep records and training evidence up to date.
• Stay current with apprenticeship funding rules and ILR requirements.
• Respond professionally to queries from learners, employers and colleagues.
• Follow data protection, safeguarding and equality policies.

Skills

Organisational skills

Attention to detail

MIS experience

Excel proficiency

Communication skills

Issue resolution

Time management

Tools

PICS

Ap1em

OneFile

Bud

Smart Assessor

Job description

Contract: 12—month fixed—term contract, with the potential to become permanent

Hours: 18. 5hrs per week (flexible on days)

Location: Bath

Salary: From £32,000 per annum, pro rata, depending on experience

Our client is looking for a highly organised, detail—oriented Apprenticeship Funding and Management Information Systems (MIS) Administrator to join their team.

This is a key role supporting the accurate administration, compliance and reporting of apprenticeship programmes. You will work closely with delivery, quality, employer engagement, and finance colleagues to ensure learner records are complete, funding requirements are met, and data is accurate throughout the learner journey.

About You:

• You are highly organised, accurate and meticulous, with the ability to manage several priorities and deadlines.
• You have experience in apprenticeship, education, training, funding, compliance, or learner record administration.
• You have a good working knowledge of apprenticeship funding rules, funding eligibility, and compliance requirements.
• You have experience using Management Information Systems (MIS) to input, maintain, check, and report on learner, employer, and programme data.
• You understand the importance of accurate IU data, evidence requirements, and audit—ready learner files.
• You are confident using Microsoft Excel, including spreadsheets, trackers, formulas, and data—validation checks.
• You have strong communication skills and can build productive relationships with delivery teams, employers, and learners.
• You can identify data discrepancies, investigate issues, and take ownership of resolving them.
• You must have access to and use of your own vehicle for work—related travel.
• Experience of systems such as PICS, Ap1em, OneFile, Bud, Smart Assessor or similar is desirable.

Key Responsibilities:

• Maintain accurate learner, employer and programme records using Management Information Systems (MI S), e—portfolio platforms, and internal databases.
• Complete and check learner enrolment, sign—up, eligibility, prior learning, training plan, apprenticeship agreement, and employer documentation.
• Conduct funding eligibility checks and ensure supporting evidence is available, accurate and audit-ready.
• Input, check and maintain ILP data, ensuring records are completed accurately and submitted within required deadlines.
• Use MIS to monitor learner starts, progress, planned end dates, actual end dates, breaks in learning, withdrawals, gateway, and completions.
• Complete regular data checks, validation and cleansing, identifying errors, missing evidence or discrepancies and collaborating with colleagues to resolve issues promptly.
• Ensure Apprenticeship Service records, employer approvals, training plans, and ILR data are aligned.
• Maintain documentation to support funding claims, internal quality assurance, and external audits.
• Produce accurate reports, trackers and spreadsheets relating to learner numbers, progress, compliance, funding, completion, and performance.
• Support delivery teams to ensure learner records, off—the—job training evidence and programme documentation remain up to date.
• Keep up to date with apprenticeship funding rules, ILR requirements and internal compliance procedures.
• Respond professionally to queries from learners, employers, and colleagues, providing accurate administrative support.
• Work in line with data protection, safeguarding, equality, diversity and inclusion, and organisational policies.