About ETS
ETS is a growing, purpose led training provider helping people overcome barriers to employment and move into sustainable careers. We work with Jobcentre Plus, prisons, probation services, local authorities and employers to deliver employability, vocational and sector based programmes.
Role Information
Responsible to: Education & Delivery Manager
Location: Chichester with hybrid working and travel as required
The Role
Responsible for coordinating programme mobilisation, learner administration, referral management, systems, reporting and funding administration, ensuring ETS programmes are efficiently coordinated, compliant and scalable.
Working closely with the Education & Delivery Manager, the Programme Coordinator will ensure all programmes are fully mobilised, delivery-ready and successfully closed down. The role will provide day-to-day guidance and support to the Office Administrator and act as the central coordination point between delivery, employment and administration functions.
Programme Mobilisation & Planning
· Own course mobilisation actions and trackers, and monitor completion against deadlines
· Coordinate programme close down activity and ensure all evidence is submitted on time
· Escalate mobilisation risks and issues to the Education & Delivery Manager
· Coordinate schedules, venues and resources
· Maintain plans for all service delivery
· Ensure programmes are fully delivery-ready prior to commencement
· Support operational planning meetings to ensure smooth delivery
· Maintain the training booking calendar
· Coordinate communications with trainers and stakeholders to ensure a smooth service is delivered
Learner Engagement
· Coordinate learner communications throughout the onboarding process
· Manage joining instructions and learner information
· Monitor learner engagement prior to programme start to ensure we achieve targeted numbers
· Support attendance confirmation processes to maximise course utilisation
Referral & Pipeline Management
· Act as operational lead for referral management processes
· Work with Employment Leads to maximise learner starts
· Coordinate referrals from DWP, HMP & probation and partner organisations
· Monitor referral pipelines and conversion rates for all learners
· Maintain accurate referral records and trackers for all learners
· Support learner recruitment activity
· Produce referral reports and forecasts for the management team
Funding Administration
· Coordinate commissioner data returns and evidence submissions
· Ensure all learner evidence is collected in line with contractual requirements
· Maintain learner eligibility documentation and evidence
· Ensure funding evidence requirements are met in line with funder needs
· Support audit preparation activities for all audits
· Monitor learner file compliance and data accuracy for all audits
· Support funding claim processes for ILR activity
Systems, Data & Reporting
· Maintain programme administration systems and records
· Produce management information reports and dashboards
· Ensure data accuracy, integrity and timely reporting
· Maintain operational trackers and performance information
· Identify opportunities for automation and process improvement
Commissioner Data & Contract Reporting
· Coordinate commissioner evidence collection activities
· Prepare contract performance information for review
· Maintain audit ready documentation
· Support contract monitoring and performance reporting requirements
Certification & Programme Close Down
· Coordinate certification activity and ensuring learners receive certificates
· Manage programme close down processes
· Maintain awarding organisation records where required
· Monitor programme completion activity and reporting
Continuous Improvement
· Review administration processes and systems and take action
· Identify operational efficiencies and improvements and take action
· Support quality improvement initiatives
· Develop scalable systems to support growth
· Promote innovation and best practice across ETS
· Support the Education & Delivery Manager in monitoring mobilisation performance and delivery readiness.
Essential Criteria
- Senior administration team experience.
- Training / programme coordination experience.
- Strong data management and reporting skills.
- Excellent organisation and planning skills.
- Strong stakeholder management and communication skills.
- Strong IT and systems skills, including Microsoft Office applications.
Desirable Criteria
- Experience working within funded learning, skills or training provision.
- Experience using a CRM and/or Learner Management System (LMS).
- Experience supporting audit preparation, compliance activities or quality assurance processes.
- Knowledge of DWP-funded programmes, employability provision or the wider employment and skills sector.
- Experience working with awarding bodies (e.g. Highfields, Qualsafe, NOCN, LANTRA, CABWI, others)
Professional Development and Additional Requirements
- An understanding of learner data requirements and compliance processes would be advantageous.
- Experience of working within a fast-paced training, employability or education environment is desirable.
- A commitment to continuous professional development and improvement.
Safeguarding Statement
ETS is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment.
Equality, Diversity & Inclusion
ETS is committed to equality of opportunity and creating an inclusive working and learning environment.
Pay: £28,000.00-£32,000.00 per year
Benefits:
- Company pension
- Free fitness classes
- Free parking
- Gym membership
- On-site parking
- Sick pay
- Transport links
Work Location: Hybrid remote in Chichester (West Sussex)
