Apprenticeship Administration Manager in Oxford

Are you a data-savvy, compliance-driven professional with a passion for learner welfare? Do you thrive in an environment where operational excellence directly impacts educational success? We are seeking a structured, proactive, and experienced Apprenticeship Administration Manager to oversee the end-to-end administrative lifecycle of our apprenticeship programmes. This pivotal role ensures full compliance with DfE funding rules, manages crucial employer and learner relationships, and maintains the absolute highest standards of Safeguarding and Prevent across our sites. If you possess a "compliance-first" mindset and want to be the operational backbone of an impactful training provider, we want to hear from you.

Key Responsibilities

• Safeguarding & Prevent Support
  • Act as a key point of contact for Safeguarding and Prevent concerns, ensuring a safe, supportive environment for all staff and apprentices.
  • Request and review safeguarding histories for all new starters during onboarding, communicating risks to tutors and staff.
  • Ensure the "Prevent" duty is seamlessly integrated into both the curriculum and employer inductions.
  • Handle sensitive disclosures with maturity, absolute confidentiality, and impeccable record-keeping.
• Compliance, Data & Funding Management
  • Manage the timely and accurate submission of monthly ELD (Enter Learner Data) and DAS (Digital Apprentice Service) records.
  • Act as the internal subject matter expert on apprenticeship funding rules, technical guidance, and Off-the-Job (OTJ) hour calculations.
  • Maintain trackers for learner demographics and completions, compiling statistical data for QAR, SAR, and QIP reports.
  • Be a key contributor in ensuring OFSTED compliance.
• Learner Progress & Reviews
  • Directly conduct and coordinate regular progress reviews with apprentices and employers to ensure learning milestones and performance targets are met.
  • Manage the cross-site timetable for reviews, creating templates and booking physical/virtual meeting rooms.
  • Record and upload all review outcomes to tracking systems, ensuring clear follow-up actions and technical accuracy.
• Onboarding, Recruitment & Stakeholder Relations
  • Work closely with the Sales and Marketing Manager to screen CVs, match apprentices to employers, conduct interviews, and manage Recognition of Prior Learning (RPL) assessments.
  • Identify Special Educational Needs (SEN) and coordinate adjustments or extra time with Awarding Bodies.
  • Serve as the primary contact for employers regarding wages, progress reports, CSCS cards, and co-funding invoices.
• Gateway & End Point Assessment (EPA)
  • Manage the Gateway process, registering learners on the EPA database and securing signatures via DocuSign.
  • Finalise OTJ hours, claim final certificates, and conduct meaningful exit interviews.

What you must bring (Essential)

• Experience: Proven track record in apprenticeship administration and directly conducting formal learner progress reviews.
• Knowledge: Deep understanding of DfE Funding Rules and Safeguarding/Prevent legislation within a Further Education (FE) or training setting. Strong financial understanding of funding rules.
• Skills: Exceptional organisational skills to manage complex review timetables across multiple locations.
• Communication: Outstanding interpersonal skills; the ability to handle highly sensitive safeguarding disclosures and lead disciplinary meetings with maturity and professionalism.
• Attributes: A dedicated "compliance-first" mindset paired with a genuine, demonstrable commitment to learner welfare and safety.

What would give you an edge (Desirable)

• Prior experience acting as a Designated Safeguarding Lead (DSL) or Officer.
• Familiarity with sector-specific software including E portfolio platforms, accounting systems, and government digital platforms and ILR submissions.
• Advanced data analysis skills tailored for SAR/QIP reporting.
• Experience participating in marketing initiatives or employer engagement events.
• The ability and willingness to train other staff members on apprenticeship systems and safeguarding protocols.

What We Offer

• Competitive salary (dependent on experience)
• Company pension
• Opportunities for professional development
• A supportive, collaborative working environment dedicated to student success