Assistant Apprenticeships Manager

Steve Willis Training Ltd.; United Kingdom; On-site; GBP 30,000 - 40,000; Full time

Job summary

A training provider in the UK is seeking a Compliance Officer to manage apprenticeship funding compliance and support the administration team. The candidate should possess strong data management skills, experience in the education sector, and a commitment to high-quality service delivery. This full-time role offers an opportunity to lead compliance processes and ensure audit readiness.

Qualifications

• Experience of data management and analysis.
• Previous experience working within an admin or finance department of an organisation.
• Advanced data analytical and interpretational skills.

Responsibilities

• Take ownership of compliance across apprenticeship provision.
• Produce accurate business intelligence reports.
• Conduct compliance checks in line with funding rules.

Skills

Attention to detail

Data management

Communication skills

Analytical skills

Organizational skills

Education

GCSE Grade 4 (or C) or above in Maths and English

Tools

Excel

Job description

Steve Willis Training Ltd
Burgess Hill / Portchester Centre
Line report: Apprenticeships Manager
Working Week: 37.5 hours per week, Monday to Friday, 08:00am – 5:00pm

Job Description

Experienced in apprenticeship funding and compliance, with the capability to lead the Administration and Careers Team in delivering exceptional customer service to both internal and external stakeholders. Demonstrates up-to-date knowledge of apprenticeship requirements and is committed to providing a high-quality service.

Takes ownership of compliance across the apprenticeship provision, ensuring the creation, maintenance, and monitoring of all evidence in line with Skills Funding Agency rules. Responsible for keeping SWT audit-ready at all times.

Produces accurate and timely business intelligence and monitoring reports to support informed decision-making, identify opportunities for improvement, and flag any compliance risks to ensure continuous adherence to funding and quality standards.

Serves as the primary point of contact for apprenticeship compliance queries, playing a key role in developing and refining processes that support the wider apprenticeship function.

Holds a strong understanding of the Apprenticeship Funding Coordinator role, ensuring forecasted income is received promptly, while actively identifying and pursuing funding opportunities.

Core Responsibilities

Funding

• Work with the Apprenticeships Manager to ensure effective processes are in place for claiming monthly funding
• Monitor forecast income against contract value, considering enrolments, retention, and achievement; take action where shortfalls or surpluses are identified
• Report projected income and contract utilisation
• Support decision-making on learners to ensure maximum funding: unfunded learners, early leavers, late starts, and unemployed learners
• Develop and refine systems for accurate data entry to support funding claims (e.g. RPL, breaks, leavers) and evaluate reports for errors
• Use funding rules and contract guidance to create and maintain a checking and sampling strategy
• Create and maintain ILRs; resolve any errors and ensure accuracy of Apprentice and Employer records in the MIS system
• Calculate remaining funding for learners with employer changes or restarts; resolve training cost anomalies
• Ensure employer funding reservations align with ILRs and manage all grant/incentive payment processes
• Liaise with the Credit Controller and Funding Co-Ordinator to ensure timely invoicing
• Complete and update incentive/grant tracker forms
• Check Functional Skills certification/PLR and ensure relevant aims are created or deleted to secure funding
• Support or cover Apprenticeship Funding Co-Ordinator activities when required
• Conduct DAS audits, track mismatches or pending changes, and escalate as needed

Compliance

• Conduct compliance checks in line with funding rules and contract requirements
• Lead on mock audits and the ESFA audit process
• Ensure all paperwork is audited and systems updated accordingly
• Collaborate with the Funding Co-Ordinator to supply evidence for off-the-job learning, review completions, achievement, and last day in learning
• Monitor and improve GDPR compliance within systems and processes
• Highlight risks and log improvements using the compliance improvement log
• Plan and lead CPD sessions to embed understanding of funding rule changes
• Ensure onboarding processes are compliant in partnership with Business Development
• Final compliance checks on documentation, start/end dates, course costs, aim references, DAS setup, and evidence packs
• Maintain and review induction paperwork and assessment/training planners

Apprenticeship Recruitment and Onboarding

• Support recruitment team in developing and maintaining a compliant and efficient onboarding process from enquiry through to joining instructions
• Ensure benchmark entry requirements are met
• Provide support to Business Development and Careers Coordinators in assessing candidate suitability (e.g. EHCPs, medical needs, prior learning)
• Manage employer suitability, including workplace safety and employer obligations (e.g. Employers’ Liability Insurance)
• Oversee updates to the scheme and induction handbook
• Evaluate IAG effectiveness and benchmark assessments
• Input into the marketing strategy for apprenticeships including tenders, approvals, and event planning (e.g. careers fairs, NAW)
• Approve newsletter content where required
• Maintain registers and A&P trackers; update as needed
• Escalate concerns regarding non-attending apprentices under 18
• Communicate functional skills or attendance changes to apprentices and employers
• Produce and circulate class attendance planners
• Manage apprentice withdrawal/planned break processes and ensure documentation is complete and added to evidence
• Maintain evidence of revised training plans following breaks in learning
• Audit withdrawn learner records and transition to non-delivery programmes
• Oversee End Point Assessment (EPA) administration in collaboration with awarding bodies and EPAOs

Safeguarding

• Provide support and guidance to staff with concerns or referrals
• Maintain secure, detailed records of all safeguarding concerns and referrals
• Ensure the safer recruitment process is followed, including up-to-date DBS records
• Refer cases involving radicalisation concerns to the Channel programme via MASH
• Maintain records of all child protection referrals, complaints, and allegations
• Request child protection information from schools for apprentices under 18
• Ensure the safety of apprentices, including following up when learners are absent without explanation

Person Specification

Qualifications, Knowledge and Experience

• Experience of data management and analysis
• Previous experience working within an admin or finance department of an organisation
• GCSE Grade 4 (or C) or above in Maths and English or equivalent Level 2
• Advanced data analytical and interpretational skills
• Excellent IT skills particularly in Excel with the ability to produce detailed reports
• Attention to detail, excellent planning, analytical and management skills to help drive the businesses long-term strategic goals
• Excellent MIS Track Record working across multi-disciplined funded provision
• A high level of knowledge of the apprenticeship sector, funding strategies and ILR
• Excellent knowledge of further education funding methodologies
• Knowledge of external audit requirements
• MIS Management experience and ESFA claims processes experience

Person Profile

Personality & Attributes

Detail-Oriented

• Essential for ensuring accuracy in ILR data, funding claims, audit trails, and compliance documentation
• Spots inconsistencies and proactively resolves errors

Organised & Methodical

• Manages multiple priorities (funding deadlines, audits, onboarding processes) without letting key tasks slip through the cracks
• Creates clear systems and processes for others to follow

Analytical

• Able to interpret funding rules, analyse data trends, and use insight to inform decisions or highlight risks

Proactive

• Anticipates issues before they arise (e.g. funding shortfalls, non-compliance)
• Actively seeks improvements to processes and systems
• Explains complex compliance or funding requirements clearly to staff, employers, and learners
• Able to train or guide others on process changes

Team-Focused

• Leads by example, supports colleagues, and builds strong internal relationships across departments (e.g. delivery, recruitment, finance)

Resilient & Calm Under Pressure

• Stays focused and composed during audits, inspections, or when managing competing priorities

Integrity & Accountability

• Treats compliance as a shared responsibility, not a tick-box exercise
• Takes ownership of errors and leads on resolution

Customer-Centric

• Balances regulatory requirements with a commitment to providing a positive experience for learners and employers
• Keeps up to date with funding rule changes, audit requirements, and sector developments
• Encourages professional development within their team

If this opportunity interests you, please email [e-mail] with a copy of your CV and a short covering letter stating why you would be suitable.
If you would like to have an informal discussion prior to applying, please call Colleen Willis on 01444 870860.