Job Description

Job Title: Apprenticeship Onboarding & Compliance Coordinator

Department:

Apprenticeships / Compliance

Reports to:

Office and Compliance Manager

Location:

Office based (Cardiff)

Contract Type:

Permanent

Hours:

37.5 hours (Monday to Friday 9am to 5pm)

Purpose of the Role

The Apprenticeship Onboarding & Compliance Coordinator is responsible for managing the full end-to-end onboarding process for new learners and employers within the apprenticeship programme. This includes compliance documentation, system setup, scheduling, and ensuring that all eligibility and suitability checks are completed accurately and on time. The role supports a smooth and compliant learner journey from initial setup through to completion and certification.

Key Responsibilities

1. Learner & Employer Setup

Add new learners and organisations to online portfolio Aptem. Set up a complete onboarding programme for each apprentice, including assigning deadlines. Issue DocuSign documents to employers for compliance sign-off. If a new employer setting is created, ensure DAS (Digital Apprenticeship Service) accounts are correctly set up, including Levy transfer arrangements if applicable.

2. Communication & Scheduling

Send diary invites and confirmation emails to learners and managers (x2). Chase employers and learners to meet deadline dates for onboarding, initial assessments, and paperwork submission. Send regular reminders to ensure timely completion of all compliance actions.

3. Eligibility & Suitability Checks

Conduct full onboarding compliance checks, including eligibility and suitability checks for each learner adhering to DFE Apprenticeship Funding Rules. Confirm training options: Full Training Employer Input Recognition of Prior Learning & Experience (RPLE) Ensure "Meet the Tutor" sessions are booked and recorded.

4. Compliance & Documentation

Add learners to the excel spreadsheets and complete enrolment setup in Aptem. Register learners for Functional Skills via NCFE (where applicable). Manage and verify all compliance paperwork, including: Contracts and Training Schedules Under-18 Consent Forms (if applicable) Send documents for signature via DocuSign. Ensure all completed documents are uploaded to e-portfolio system Aptem

5. Data Management & Reporting

Add learners to MIS system PICs, marking them as withheld from export until live. Add learners to DAS and send confirmation emails to employers. Verify that all compliance paperwork is fully signed and compliant prior to the "Meet the Tutor" session. Confirm that the tutor meeting occurred and record correct dates. Once compliance is verified, make learner live on PICs. Update enrolment spreadsheets and highlight learners in green for ILR batch reporting.

6. Additional Administrative Duties

Send apprenticeship completion certificates

to learners and employers promptly upon programme completion.

Process Return to Learning (RTL)

paperwork and updates, ensuring learners' re-engagement is recorded accurately.

Process monthly staff expenses

, ensuring all claims are compliant and submitted on time. Provide general administrative support to the apprenticeship and compliance teams as required.

Key Skills & Attributes

Strong organisational and time management skills. Excellent attention to detail and accuracy in compliance documentation. Effective communicator with learners, employers, and internal teams. Experience using apprenticeship management systems (such as Aptem, PICs, DAS). Experience of working with ILR's for apprenticeships Knowledge of apprenticeship funding and compliance requirements. Ability to manage multiple onboarding processes simultaneously. Proficient in Microsoft Office (Excel, Outlook, Word).

Experience & Qualifications

Experience within an apprenticeship training provider or similar educational setting (essential). Knowledge of ESFA and Ofsted compliance requirements (desirable). Experience using Aptem and/or PICs platforms (desirable). GCSE (or equivalent) English and Maths - Grade C/4 or above (essential). Level 3 Business Administration or similar qualification (desirable).

Personal Attributes

Proactive and self-motivated. Professional and approachable manner. Strong problem-solving and initiative-taking skills. Team player with a commitment to quality and compliance.
Job Type: Full-time

Pay: 26,000.00-28,000.00 per year

Benefits:

Casual dress On-site gym Private medical insurance Sick pay
Work Location: In person