Apprenticeship Administrator

About The Role

As an Apprenticeship Administrator, you will play a key role in supporting the effective delivery of apprenticeship programmes, providing a comprehensive and responsive administrative service to the Apprenticeship Department.

Working closely with the Head of Apprenticeships, assessors, apprenticeship coordinators, employers and apprentices, you will coordinate a range of administrative processes, maintain accurate learner and employer records, monitor compliance requirements and produce timely management information.

You will work collaboratively with curriculum teams, MIS, Finance, awarding organisations and external stakeholders to ensure apprenticeship processes are completed accurately and efficiently, funding and audit requirements are met, and records are maintained to a high standard.

With a strong focus on organisation, accuracy and customer service, you will help ensure apprentices and employers receive a positive and professional experience throughout the apprenticeship journey, while supporting the department to meet its operational, funding and compliance requirements.

Key Responsibilities

Provide administrative support to the Head of Apprenticeships and apprenticeship assessors.

Arrange and coordinate bi-weekly progress review meetings with curriculum areas, take minutes, record actions and update apprentice progress tracking systems.

Produce and distribute weekly reports identifying apprentices with overdue reviews, outstanding off-the-job training requirements and other compliance concerns.

Monitor apprentice end dates and prepare extension documentation, ensuring assessors are informed of learners requiring contract extensions.

Maintain accurate apprenticeship records and the Digital Apprenticeship Service to support operational management and funding compliance.

Manage employer Health & Safety, ELI insurance documentation, and employer transfer records are maintained and updated in a timely manner.

Liaise with assessors and employers in to ensure compliance documentation is completed and retained in line with funding and audit requirements.

Work closely with MIS and Finance teams to maintain accurate systems and ensure apprenticeship processes comply with internal and external audit requirements.

Monitor employer feedback and evaluate employer satisfaction questionnaires, producing reports and recommendations where appropriate.

Support apprentice recruitment and learner engagement activities, including following up apprenticeship enquiries and supporting progression into Apprenticeship Academy programmes.

Coordinate correspondence with apprentices, employers and curriculum teams to support learner progression and programme delivery.

Raise invoices for apprenticeship activities and maintain accurate financial records.

Provide monthly budget monitoring information and administrative support to the Head of Apprenticeships.

Skills & Expertise

Proficient in the use of Microsoft Office, including MS Excel

Experience of carrying out administrative tasks in a busy office environment working with apprenticeships and business development

• Ability to work proactively and use initiative to taking responsibility for prioritising work
• Ability to use IT systems and processes continually improving administrative systems and maximising efficiency
• Excellent communication and customer service skills
• Excellent organisational skills
• Ability to work with others as part of a team
• Qualifications & Training

Level 2 qualification (GCSE A* – C, or equivalent) in maths and English or a willingness to attain these qualifications with the support of the College

Level 3 Administration / IT or other relevant level 3 qualification (Desirable)