Job Purpose

This role will oversee the administration of apprenticeship provision and manage the end-to-end Data MIS process and systems. As this role will initially be appointed on an interim basis, the role holder will knowledge share and upskill operational services team colleagues in apprenticeship provision.

The role holder will lead and complete general administration duties to ensure the smooth running and functionality of the apprenticeship provision e.g. onboarding, running and updating of apprenticeship records within management software; communication with employers, apprentices and staff regarding progress; assimilating and reporting on Functional Skills tests, training of internal staff in relevant processes and compliance.

Core Accountabilities

• Ensure the administration of apprenticeship provision is completed in a timely and compliant way, including the registration and certification of apprentices via the End Point Assessment Organisation, e-portfolio and other essential software.
• Work collaboratively with colleagues to provide apprentices with a seamless learning experience.
• Upskill operational services team in apprenticeship provision/confirm knowledge/sharing of linked processes & systems.
• Manage the end-to-end Data Management Information System (MIS) process and systems including the input of apprentices on to the Individual Learner Record (ILR) within the data management system and production of data reports.
• Maintain apprenticeship records accurately, ensuring that correct qualification codes are used and correct procedures for registrations and claims are followed for all programmes.
• Generate and submit timely monthly ILR uploads, ensuring data accuracy.
• Liaise with employers on the completion/upload of any apprentice details on the Apprenticeship Services platform.
• Track and process enrolment of apprentices on to data management system and e-portfolio for all programmes.
• Add new qualifications/programme templates/new assessors/setting permissions to e-portfolio & resolve day to day issues.
• Ensure all auditable documents are compliant with funding rules and complete regular internal audits to check accuracy.
• Track onboarding processes for apprentices & raise concerns to the PM Team if support is needed to expedite actions
• Manage the apprenticeship inbox, answer email and telephone queries from customers, colleagues and employers.
• Archive all files for apprentices who have completed the programme – ensuring they are retained for a minimum of 6 years.
• Complete regular Data reports for Leaders detailing numbers, progression, achievers along with any ad hoc data reports.
• Lead and assist with any regulative authority inspection and/or audits such as ESFA, Ofsted etc

Experience, Knowledge and Skills

• Detailed and experiential knowledge of apprenticeship delivery is essential.
• Working experience of apprenticeship MIS systems ie PICS, Aptem, Maytas, DAS etc.
• Detailed knowledge and understanding of apprenticeship funding rules, compliance, and audit requirements.
• Excellent organisation and planning skills and great attention to detail.
• Excellent communication and interpersonal skills – especially in relation to training new concepts to existing employees.
• Strong computer skills and working with formulas and spread sheets.
• Able to analyse data and present results in the appropriate format and able to work to deadlines.

Paul Feldman is the National Skills Agency Data Protection Officer. Your data will be stored until notice is given by you for it to be removed. Our Data Protection Policy will be forwarded to you on request. As we get a high number of applications we may be unable to give feedback to unsuccessful candidates. We will retain your details to  keep you informed of other opportunities. National Skills Agency Ltd is acting as an Employment Agency in relation to this vacancy and is an Equal Opportunities employer we welcome applicants from all backgrounds.