Job Details
Role: Programme Administrator
Deadline to apply: Sunday 21st June 2026
Interview date: Thursday 25th June 2026
Start Date: ASAP.
Salary: £26, 500 per annum.
Contract: Full-Time, Permanent.
Location: Stafford, UK; hybrid working, with 3-4 days a week in the office.
About the Chartered Institution of Railway Operations (CIRO)
As the only Institution representing the profession of rail operations, CIRO has existed for 26 years to serve the needs of the railway industry. From humble roots, it has grown to become a community of 14,000 individuals promoting rail excellence through Continuous Professional Development, skills training and shared learning, with the objective of supporting today’s and tomorrow’s integrated railway and delivering on our mission to lead, inspire and accelerate the growth of rail professionals.
Job Purpose
To provide accurate, timely and efficient administrative and operational support for our apprenticeship programmes. With a keen attention to detail, you will contribute to the effective preparation for teaching days; support operational and compliance activity across the department and assist with learner progress tracking activity.
Main Duties and Responsibilities
Operations & Logistics
- Venue and Risk Management: Secure training spaces that meet budget and location requirements, and complete all necessary health and safety risk assessments for each venue
- Course invitations: Issue accurate and timely calendar invites and joining instructions to learners and tutors.
- Material preparation: Print, collate, and distribute training manuals, digital assets, and resources.
- Attendance Management: Monitor apprentice training course attendance and raise any absence concerns with the appropriate team member
- Communication: Ensure your communication with colleagues and stakeholders is clear, accurate and timely
Data & Compliance
- Progress & learner support tracking: Update databases to monitor learner support milestones and data.
- Data management: Maintain accurate, up-to-date records on the apprenticeship management information and the Department for Education and Department for Work & Pensions systems.
- GDPR compliance: Handle all personal data securely in line with data protection laws.
- Ensure thorough minutes are completed for all key meetings
- Evidence Collation: Organisation of all apprenticeship evidence to satisfy Ofsted, the Department for Work and Pensions and other regulators.
- Monitor central apprenticeship communication inbox: Dealing with queries and referring information to other team members.
- Supporting tender processes: Organisation andsupport for large scale business tenders
- Learner Records: Maintain accurate and compliant learner records in line with CIRO expectations and applicable regulatory frameworks.
Job Skills, Experience and Qualifications
Essential
- Strong proficiency in MS Office (Word, Excel, Teams) and database systems.
- Exceptional organisational skills with the ability to manage multiple deadlines.
- Excellent written and verbal communication skills for stakeholder management
- Keen attention to detail at all times
- Resilience and pro-activity in developing positive relationships with colleagues, apprentices and key stakeholders.High level of administrative and IT skills and ability to use a range of IT and web-based software.
- Strong verbal and written communication skills.
- Ability to drive own personal and professional development
- Ability to use initiative and judgement to respond appropriately to apprentice needs.
Desirable
- Prior administration experience within an education or training provider environment
- Understanding of DWP Apprenticeship Funding Rules
- Experience of successful relationship management.
- Knowledge of apprenticeships policy and practice e.g. DWP Funding Rules and relevant apprenticeship standards and assessment plans.
- A degree or equivalent.
- An understanding of the rail industry
Benefits:
This role offers an exciting opportunity to gain hands-on experience in a fast-paced and evolving industry while contributing to meaningful initiatives.
- Development Opportunities: opportunities for Continuing Professional Development, such as skill-building workshops, fully paid apprenticeships, Higher Education, networking with industry professionals and enthusiasts.
- Work-life Balance: flexibility in work hours or remote work options.
- Supportive and Inclusive Culture: CIRO is committed to creating a respectful, inclusive and empowering culture, valuing diverse perspectives, and to transparent communication, ensuring trust and engagement.
- Health and Wellness Programmes: CIRO is committed to promoting positive health and wellbeing across the organisation.Wehave and continue to build our wellness initiatives. For example, Employee Assistance Programme, on-site gym (reduced cost), developed mental health resources, trained wellbeing and safeguarding staff.
- Staff Engagement: CIRO encourages a collaborative environment fostering growth. Colleagues are encouraged to play an active part in the continued review and refresh of departmental working practices as well as contributing to broader conversations and business growth and development. Regular all-staff team building days.
Additional Information
- Opportunity to contribute to the professional growth of railway professionals worldwide
- 25 days annual leave (includes Christmas office closure) + bank holidays
- Option to buy additional holiday
- 4 wellbeing days per year
- Free car parking
- Free refreshments
- As part of our safer recruitment practice, we will be undertaking a DBS check and your employment is contingent on the outcome of that.
- CIRO is an equal opportunities employer and is committed to creating a diverse and inclusive workplace where all employees are valued, respected, and treated fairly. We do not discriminate on the basis of race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or any other protected characteristic.
How to Apply
To apply for the role, please:
- Update your CV and a provide a covering letter explaining your interest and suitability for the role.
- E-mail your application to Frankie Bradley, Apprenticeship Quality & Compliance Manager , at [email protected], with the subject “CIRO Programme Administrator ”.
If you have any questions about the role, please contact Frankie Bradley via email at [email protected].
Pay: £26,500.00 per year
Work Location: In person
