Apprenticeship Support and Compliance Officer

PROTECTION OF CHILDREN AND YOUNG PERSONS (THE CHILDREN’S ACT 1989)

Any offers of appointment will be subject to a Disclosure and Barring Service (DBS) check (formerly CRB), a certificate of good conduct if applicable, plus receipt of satisfactory references, Occupational Health clearance, an understanding of safeguarding and qualifications verification. An Enhanced DBS check is required for this position as you will be working within 'Regulated Activity' within a specific place (i.e. the College).

This role is classed as working within Regulated Activity. It is an offence to apply for this role if you are barred from engaging in regulated activity relevant to children. By applying for this position, you agree to an Enhanced DBS check in line with DBS regulations.

BACKGROUND TO THE POST

The post holder will be working as part of the Apprenticeship Support and Compliance team based at Warwick Trident Campus, reporting to the Director of Apprenticeship Compliance and Experience.

The purpose of the role is to provide a highly effective, efficient and timely administrative service which meets the varied needs and complexities of Apprenticeships. Work alongside various members of the team who are working to develop and create efficiencies to administration systems and proactively support the College’s Work Based Learning Team provision, to deliver an outstanding offer.

There is an expectation to gain an understanding of the Apprenticeship Funding rules and requirements along with building knowledge of the College’s aims and objectives, policies and procedures. You will be a confident individual with excellent communication skills and a ‘can do’ attitude to meet the daily challenges of this demanding role.

DUTIES AND RESPONSIBILITIES

● To proactively maintain and develop the use of the college’s e-portfolio and on-boarding platforms, ensuring that it is current and responsive to the needs of the faculty.
● To provide administrative support using a variety of software packages such as Management and Information Systems, Apprenticeship Services, Onefile, Microsoft Word and Excel, Google Docs and Sheets and Gmail.
● Deal with enquiries from a wide range of internal and external customers including employers, apprentices and others; both face to face, on the telephone and by email.
● Accurate inputting data using a variety of college IT systems, including enrolments of apprentices.
● Regularly review funding rules and provide support and updates to the WBL teams to ensure compliance.
● Liaising with relevant members of the College's designated finance, legal affairs and MIS teams to the development and implementation of the end to-end processes.
● Ensuring that reports required by the College’s designated finance, legal affairs, MIS teams and WBL teams are made available, accurately and timely.
● To assist colleagues with the preparation of enrolment materials for distribution to WBL Teams.
● Checking accuracy of data on the Apprenticeship Services and providing updates where required.
● Liaise with and support the work of the WBL Teams that operate from the various college sites, overseeing the contractual arrangements for all external delivery contracts and the audit of the contract workflow elements.
● To maintain equal opportunities in all aspects of the work of the team for staff, employers and learners.
● Coordinating with the Head of WBL Data and Compliance to ensure accurate and compliant monthly funding returns that maximise potential funding claims.
● Reviewing Individual Learner Records and income data and working with Finance teams to ensure payments are made to Employers and within guidelines.
● Ensuring working practices are GDPR compliant.
● Manage own time effectively to ensure key tasks are undertaken and internal and external key dates and deadlines are met.
● Support the Team Leader with meeting audit inspection requirements.
● Ensuring accurate records are maintained of all certificates received and processing qualification completions.
● Educate colleagues on regulations and the impact on the organisation if these aren't complied with.
● Auditing enrolment documentation to ensure funding claims are eligible.
● Ensuring all ILR data corresponds with learner documentation.
● Assisting in the general administration duties to produce correspondence, documents, maintain records, spreadsheets, databases plus filing and photocopying within MIS department.
● To facilitate the Functional Skills & ALS processes in line with the colleges policies & procedures and government funding rules.
● Apprenticeship Service maintenance for Cohort numbers, funding reservations and following up employer funding errors. This will align with curriculum areas of responsibility, which need to be maintained and managed effectively to maximise financial return and maintain compliance minimum standards.
● Undertake on boarding processes and procedures to align with curriculum areas of responsibility, which need to be maintained and managed effectively to maximise financial return and maintain compliance minimum standards.
● Undertake Gateway and End Point Assessment processes and procedures to align with curriculum areas of responsibility, which need to be maintained and managed effectively to maximise financial return and maintain compliance minimum standards.

OFFERS OF WORK

For the successful candidate a conditional offer of work will be made. Our offer of work will be conditional upon a number of mandatory pre-employment checks, to include but not limited to: DBS, Barred List check, right to work check, internet search, TRA check (academic posts).

ESSENTIAL ATTAINMENTS

● GCSE Grade C or above in English and Mathematics, or Level 2 equivalent qualification
● Educated to Level 3 or higher in a relevant subject (e.g. Information Technology, Business Administration, or a related vocational area).
● To possess a good working knowledge of IT and be skilled in the use of
a range of relevant IT software packages including Microsoft Office.
● Excellent administrative and organisational skills.
● Excellent communication skills, both verbal and written.