Administration Assistant

13.00 - 13.00 GBP Annual + GBP12.68/annum + GBP1.53 holiday pay
14 Oct 2019
06 Nov 2019
Job Type
Contract Type
Unitemps are looking for two full time Administration Assistants to support activities for Staffordshire University data management service. You will be responsible for the smooth running of operations for apprenticeship programmes, including system management, proactive follow-up with all current and prospective apprentices, preparing Individualised Learner Records (ILR)

These roles are initially on a three-month temporary basis with the possibility of becoming permanent.


* Maintain the details of apprentices, recording ongoing apprentice interactions and developing/maintaining appropriate data management systems for funding purposes. ensure all returns and submissions are completed in a timely manner liaising with appropriate university departments, as required.

* Ensure that the data management systems and processes of the Universities Apprenticeship programmes are in line with internal and external requirements.

* Respond to internal and external enquiries and support the team with the production of management information reports.

* Liaise proactively with employers, and act as the key point of contact between the Apprenticeship team, finance, schools and other university departments and teams.

* Update employer and apprentice contact details and maintain accurate records from application through application to programme completion.

* Ensure the submission of Individualised Learning Records (ILRs) maintaining accuracy and timeliness and ensuring compliance, audit and data protection requirements are fulfilled.

* Work collaboratively with the apprenticeship team and colleagues from finance, schools and other university departments and teams to deliver timely ILR submissions ensuring ESFA compliance requirements are met.

* Update relevant databases to support apprentice management ensuring that all records are promptly and accurately maintained.

* Contribute to the apprenticeship team and wider university acting as the key point of contact over apprenticeship data, ILR returns and funding issues.

* Contribute to the maintenance of a safe and healthy work environment within the Service.

Skills and Experience

* GCSE Maths and English or equivalent along with a Business or IT degree or equivalent qualification, or substantial relevant experience that demonstrates a high order of literacy, numeracy and analytical skills.

* Excellent verbal and written communication skills with the ability to convey information to a diverse audience of internal and external stakeholders.

* Experience of working with apprenticeship data within a Higher Education or Further Education environment.

* Experience in compliance of data and systems for recording of apprentices working effectively meeting deadlines.

* Ability to analyse complex situations, explore, evaluate and recommend potential solutions or identify opportunities

* Experience of maintaining records using student records Management Information Systems (MIS).

* Ability to conduct dialogue with apprentices and internal and external stakeholders to identify critical progress points and to communicate these effectively to the apprenticeship teams.

* Proficient in working with standard office IT applications, such as Microsoft Word, Access, Excel, as well as the ability to learn how to access and interrogate in-house systems.

* Experience of working with specialist IT systems such as CRM systems, learner progression and record and reporting systems such as APTEM, SITS and the Digital Apprenticeship Service