Onboarding Coordinator

Davies; Gildersome; On-site; GBP 24,000 - 36,000; Full time

Job summary

Davies is seeking an Onboarding Coordinator to join the Operations Team in the United Kingdom. You will drive a positive onboarding experience for learners and clients, ensuring efficient, compliant processes and timely apprenticeship starts.

You will work across Client Success, Compliance and Operations to onboard learners accurately, maintain records, and support continuous improvement in onboarding activities. Strong organisational skills and attention to detail are essential.

Qualifications

• Experience in Learning & Development within FE & Skills sectors.
• Experience onboarding learners to Apprenticeship programmes per DfE Funding Rules.
• Understanding of vocational qualifications including Apprenticeships and Functional Skills.
• Experience in regulatory environments and client-facing roles.

Responsibilities

• Coordinate end-to-end learner onboarding within set timescales and maintain accurate records.
• Complete onboarding tasks with documentation and system updates.
• Monitor apprenticeship start dates and onboarding progress to hit monthly targets.
• Liaise with learners, employers and internal teams to resolve onboarding issues promptly.
• Support Client Success with onboarding-related queries and progress updates.
• Proactively follow up on outstanding documentation to ensure timely starts.
• Provide regular updates to clients on onboarding progress and required actions.
• Maintain Apprenticeship Service Account records and ensure funding compliance.
• Collaborate with Compliance to ensure onboarding docs meet rules and policies.
• Identify opportunities for process improvements in onboarding.

Skills

L&D experience

Apprenticeships

Regulatory knowledge

Remote work

Client facing

Time management

Aptem

Analytical ability

Communication skills

Discretion

Education

FE/Skills sector exposure

Tools

Aptem

Job description

Description

The Onboarding Coordinator sits within the Operations Team and plays a key role in ensuring a positive onboarding experience for learners and clients. The successful candidate will support the delivery of efficient, compliant and process-driven learner onboarding activities, helping to maximise apprenticeship starts and maintain high levels of client satisfaction.

Application Deadline: 30 September 2026

Department: Consulting

Location: Home United Kingdom

Description

The Onboarding Coordinator sits within the Operations Team and plays a key role in ensuring a positive onboarding experience for learners and clients. The successful candidate will support the delivery of efficient, compliant and process-driven learner onboarding activities, helping to maximise apprenticeship starts and maintain high levels of client satisfaction. This role requires excellent organisational skills, strong attention to detail and the ability to manage multiple tasks simultaneously. The Onboarding Coordinator will work closely with colleagues across Client Success, Compliance and Operations to ensure all learners are onboarded accurately and in line with current DfE Funding Rules.

Key Responsibilities

• Coordinate and support the end-to-end learner onboarding process, ensuring all onboarding activities are completed accurately and within agreed timescales.
• Complete process-driven onboarding tasks, maintaining accurate learner records, documentation and system updates throughout the onboarding journey.
• Track and monitor upcoming apprenticeship start dates, learner volumes and onboarding progress to support the achievement of monthly start targets.
• Liaise with learners, employers and internal teams to ensure all onboarding requirements are completed and any issues are resolved promptly.
• Work collaboratively with the Client Success Team to support client queries relating to learner onboarding.
• Monitor work-in-progress activities and proactively follow up on outstanding documentation and onboarding requirements to support timely learner starts.
• Update clients on apprentice onboarding progress, upcoming starts and learners approaching programme completion and highlighting any required actions.
• Maintain Apprenticeship Service Account records, ensuring apprentices are correctly uploaded and funding requirements are met.
• Work closely with the Compliance Team to ensure all onboarding documentation is complete, accurate and compliant with DfE Funding Rules and internal policies.
• Prepare internal communications and updates regarding onboarding progress, apprentice approvals, upcoming starts and operational activity.
• Identify opportunities for continuous improvement within onboarding processes, systems and client experience.
• Complete all mandatory training and Continuing Professional Development (CPD) activities in a timely manner and actively seek opportunities for personal development.

Skills, Knowledge & Expertise

• Experience or understanding of Learning & Development, ideally within a FE & Skills provider, with experience and knowledge of the English Apprenticeship Levy
• Experience of Onboarding learners to Apprenticeship programmes in line with DfE Funding Rules
• Understanding of vocational qualifications including Apprenticeships and Functional Skills
• Experience of working within a regulatory environment
• Experience of working positively both within a team and independently
• Experience of working remotely and self-motivating time management
• Experience working with databases/platforms (Desirable – experience of using Aptem)
• Good analytical abilities and able to be decisive
• An ability to analyse a situation with employers or Apprentices and adapt the communication accordingly, to offer appropriate information, advice, support and guidance
• Excellent written, verbal and presentation skills, with confidence to deal with senior stakeholders
• Excellent IT skills, including all Microsoft office packages
• Ability to maintain discretion and confidentiality at all times
• Experience of working in client facing environments or high internal customer care departments with a positive service approach
• Self-motivated, process-driven, organised with strong attention to detail and ability to manage own workload and meet deadlines
• An understanding of Insurance and Financial Service industry including clients and professional bodies (Desirable)