Key responsibilities:

• Monitoring apprenticeship completion by the planned end date
• Ensuring that all learners included in funding submissions are in learning and meet ESFA attendance requirements
• Carrying out internal audits and system compliance checks
• Ensuring that learner participation data (such as length of stay and programme hours) does not raise any funding body audit concerns
• Ensuring the organisation is fully prepared for external systems and compliance audits
• Supporting the Data and MI officer by generating data reports covering minimal areas of provision delivery

Main duties:

• Keep up to date with ESFA funding guidance, interpreting it correctly, ensuring that all relevant staff have the information they require, and that senior management are aware of systems and documentation that needs to be in place
• Ensure that individual learner records and all required documentation for learner starts, achievements and completions on all programmes is accurately completed
• Supporting the processing of learners on all programmes on the PICS management information system
• Understand and report error queries raised by the ESFA once returns have been submitted
• Understand PDSAT reports and supporting the notification of senior management of any identified risk indicators
• Keep track of incentive payments and contributions that are due
• Send monthly report to finance so that employers can be paid and invoices in respect of contributions can be raised
• Provide breakdowns of awarding body invoices ensuring they are allocated to the correct cost centre
• Internal quality assurance audits of learner documentation highlighting all areas of concern identified and providing reports to senior managers and other relevant staff
• Calculate and keep track of Apprentice Off the Job Learning (OTL) hours highlighting variances that are causes for concern
• Highlight any discrepancies between OneFile and PICS
• Understand PICS and OneFile MI systems
• Support the Finance and Performance Manager and Deputy CEO in preparing for and facilitating ESFA and other external compliance audits
• Liaise with centre teams each month, before the ESFA submission, and ensure that all learners listed as on-programme are attending
• Supporting the MI and Data Officer with archiving for the company and that it is performed correctly, and records maintained accurately
• Gathering information from employers to populate the sign-up paperwork and sending out for signature confirmation with support from the MI and Data officer
• To ensure Valid Employer Liability Certificate has been obtained and on file and renewed certificates are secured from employers within one month of expiry date
• To ensure all live placements and apprenticeship employers have a valid health and safety Risk Assessment
• Produce and circulate apprenticeship handovers to centre teams and assessors once all documentation has been complete
• Provide administrative support to MI and Data officer and centre teams when required
• Prepare and maintain files for apprenticeship learners
• To support the MI and Data officer in the running of monthly reports

• Level 3 Business Administrator Apprenticeship Standard
• Functional Skills in English & maths (if needed)
• Training at our Ponders End centre

• If you do not have the desirable qualifications or work experience, First Rung can assist you with training and work experience opportunities