Job Title: Apprenticeship Administration Coordinator
Location: Cardiff Head Office (Cathedral Road)
Hours: Monday to Friday, 9:00am – 5:00pm (1-hour paid lunch break)
Role Overview
We are seeking a highly organised and detail-oriented Apprenticeship Compliace Administration Officer to join our administration team. This role is central to supporting the accurate and timely management of apprenticeship learner records, ensuring compliance with funding and regulatory requirements within England’s apprenticeship framework.
The successful candidate will manage a range of learner lifecycle processes, including enrolments, changes in learning status, and programme completions, while maintaining high standards of data integrity and service delivery.
Key Responsibilities
- Manage and process Breaks in Learning (BIL) in line with ESFA funding rules
- Administer Returns to Learning (RTL), ensuring records are updated accurately and promptly
- Handle Change of Employer (COE) requests, coordinating with relevant stakeholders
- Update and maintain Individual Learning Plans (ILPs), ensuring all changes are documented and compliant
- Process withdrawals, ensuring correct coding and supporting documentation
- Support and complete learner enrolments, including data entry and compliance checks
- Record and verify learner achievements, ensuring timely certification and reporting
- Maintain accurate learner records within internal systems and external platforms (e.g., ILR submissions)
- Proactively contact employers and learners via phone calls and Microsoft Teams to support smooth transitions (e.g., BIL, RTL, COE)
- Chase outstanding documentation and ensure all required evidence is collected and recorded in a timely manner
- Undertake finance-related administration, including raising invoices, processing billing information, and chasing outstanding payments
- Liaise with internal teams (e.g., delivery staff, compliance, funding, finance) to ensure smooth learner transitions and accurate financial processing
- Ensure all processes meet audit and compliance standards
- Provide administrative support across the wider apprenticeship team as required
Skills & Experience
Essential:
- Strong administrative and organisational skills
- High attention to detail and accuracy
- Experience working with data management systems
- Ability to manage multiple tasks and meet deadlines
- Good communication skills (written and verbal), including confidence in making outbound calls
- Proficient in Microsoft Office (Excel, Word, Outlook) and Microsoft Teams
Desirable:
- Experience within apprenticeships or further education
- Knowledge of ESFA funding rules and ILR requirements
- Familiarity with learner management systems
Personal Attributes
- Proactive and self-motivated
- Confident communicator with a professional telephone manner
- Reliable and able to work independently and as part of a team
- Strong problem-solving skills
- Professional and approachable manner
Benefits
- 22 days annual leave plus bank holidays
- Additional 2 weeks off at Christmas (not deducted from annual leave, subject to Director discretion)
- Birthday day off
- Casual dress environment
- Company pension scheme
- Private medical cover
- Paid 1-hour lunch break
Additional Information
This role is based full-time at our Cardiff Head Office on Cathedral Road. It offers an excellent opportunity to contribute to a growing apprenticeship provision while developing your administrative expertise within a supportive team environment.
Apply now to be part of a team that supports learners in achieving their career goals through high-quality apprenticeship programmes.
Work Location: In person
Pay: £24,420.00-£27,000.00 per year
Work Location: In person
