Administration Officer – Apprenticeships Full Time

Responsible for coordinating key administrative and compliance processes within the College’s apprenticeship department, with a particular focus on funding compliance and employer engagement.

Based within the apprenticeship team, the post holder will play a key role in ensuring that employer incentive payments and associated apprenticeship documentation are accurate, monitored and compliant with current apprenticeship funding rules.

The post holder will work closely with the Enrolment Coordinator to ensure that apprenticeship enrolment documentation is completed timely and in line with funding requirements, including completing eligibility and compliance checks. They will also support the End Point Assessment Coordinator to ensure that all apprenticeship gateway documentation is compliant, identifying funding risks and working proactively to solve any issues.

The post holder will regularly liaise with employers, apprentices and internal stakeholders to ensure all required apprenticeship documentation is completed and recorded in a timely manner. This includes employer agreements, apprenticeship service approvals and other compliance documentation required to evidence funding eligibility. The role will also support the administration of employer incentive payments and ensure that employer records, bank details and supporting documentation are accurate and complete prior to payment processing.

The post holder will coordinate the materials and resources orders for the apprenticeship department, placing orders and completing goods received notices in collaboration with the College’s finance department.

This role requires someone who is highly organised, detail focused and confident in communicating with employers and apprentices. The post holder must be able to manage multiple priorities and maintain accurate records to support compliance with apprenticeship funding rules and audit requirements.

This post will support a wide range of apprenticeship delivery areas and is crucial to ensuring the College maintains high standards of compliance, financial accuracy and employer engagement within its apprenticeship provision.

Key Responsibilities

• Support the administrative processes within the apprenticeship delivery team to ensure accurate and compliant record keeping.
• Liaise with the Enrolment Coordinator and End Point Assessment Coordinator to support with compliant enrolment and gateway documentation.
• Maintain accurate employer records including employer agreements, bank details and supporting documentation required for funding and incentive payments.
• Coordinate the administration of employer incentive payments and additional employer payments ensuring employer information is accurate and verified prior to processing.
• Liaise with employers and apprentices to ensure that all required apprenticeship documentation is completed, including apprenticeship agreements, training plans and employer contracts.
• Support the administration of employer approvals and commitments on the Digital Apprenticeship Service, ensuring employers complete required actions where necessary.
• Contact employers and apprentices to ensure that key documentation and apprenticeship records are completed promptly to maintain compliance with funding rules.
• Produce reports relating to employer contributions, compliance activity and apprenticeship documentation to support internal monitoring and performance management.
• Maintain accurate records within internal student record systems and ensure data integrity across apprenticeship documentation and funding records.
• Support internal and external audit activity by ensuring that required evidence and documentation is complete and accessible.
• Work with the wider apprenticeship team and managers to ensure that materials and resources are ordered and recorded accurately.
• Maintain up-to-date knowledge of apprenticeship funding rules and guidance relating to employer and provider responsibilities.
• Work collaboratively with apprenticeship managers, MIS teams, finance teams and curriculum staff to resolve compliance issues and ensure accurate data recording.
• Act as a liaison with employers and internal teams to resolve administrative issues and ensure employer obligations within the apprenticeship programme are understood and fulfilled.
• Provide general administrative support across the apprenticeship team and assist with additional administrative tasks during busy periods or staff absence.

Skills, Knowledge and Expertise

Essential Criteria

• Experience of maintaining accurate records and working with data systems
• Knowledge of apprenticeship funding rules or education funding regulations
• Excellent ICT skills including Microsoft Office and student record systems
• Excellent written and verbal communication skills
• Ability to confidently communicate with employers and apprentices
• Strong time management and prioritisation skills
• Ability to manage multiple tasks and conflicting priorities
• Ability to build and maintain effective working relationships with internal and external stakeholders
• Commitment to maintaining compliance with funding regulations and audit requirements
• Positive, proactive and self-motivated approach to work

Desirable Criteria:

• Minimum 3 years administration experience preferably within a further education or training environment
• Experience of working with financial records, payment tracking or invoicing processes
• Highly organised with strong attention to detail and accuracy
• Experience of working within an apprenticeship or employer-facing environment
• Experience of supporting audit preparation or compliance processes

Please Note: This role may close earlier than the advertised deadline if we receive sufficient applications. Early submission is strongly encouraged.

Benefits

Why Join The City of Liverpool College?

Benefits Of Working At The College

As a valued member of our College community, you’ll enjoy a comprehensive range of benefits, dedicated wellbeing support, and meaningful opportunities for professional growth and development.

Pension Scheme

You’ll be part of the Local Government Pension Scheme with employer contributions of up to 20.20%, one of the best pension packages in the sector.

Leave entitlement

Up to 30 days annual holiday allowance, plus 1 wellbeing day. You’ll also benefit from 5 to 7 days statutory closure and 2 further days closure at Easter.

Employee Benefit Platform

As part of your role, you’ll have access to the COLC Employee Benefits Platform, a one-stop hub for a wide range of perks designed to support your wellbeing, work-life balance, and everyday savings. You’ll be able to access discounts at major supermarkets, fashion and lifestyle retailers, tech stores, travel providers, and more. You’ll also benefit from the Cycle to Work Scheme, cinema and leisure discounts and tech and home appliance discounts, with the option of spreading the cost through salary sacrifice. The platform is part of our commitment to supporting you in every aspect of your working life – and beyond.

Health and Wellbeing

As part of our commitment to supporting your health and wellbeing, all employees have access to the Health Assured Employee Assistance Programme (EAP) – a completely confidential support service available 24/7, 365 days a year. Whether you’re facing personal challenges, looking for advice, or simply need someone to talk to, Health Assured is here to help. Through Health Assured, you can access a 24/7 confidential helpline, face to face, online or telephone counselling, as well as structured support for a wide range of issues including stress, anxiety, relationships, bereavement, legal and financial concerns.

You’ll also have access to the online wellbeing portal, a secure, user-friendly platform offering a wide range of self-help resources, health assessments, articles, and guidance covering emotional, physical, and financial wellbeing, and to the Wisdom App, which offers mood trackers and wellbeing tools, meditation guides, fitness videos, and self-help modules as well as daily wellbeing tips. You’ll also be entitled to a free eye test through our voucher scheme with Specsavers, which covers a full eye exam (worth up to £25) and even includes £45 towards a pair of glasses. We also offer free flu vaccinations to help keep you feeling your best all year round.

Travel

We offer interest-free loans to help you buy annual travel passes from Merseytravel and Merseyrail. That means you can enjoy the savings of up to two months’ free travel—without having to cover the full cost upfront. It’s all about making your commute more affordable and less stressful.

Flexible Working

We offer flexible working options depending on business need to support our employee’s work-life balance.

Professional Development

We’re passionate about helping you thrive, offering a mix of formal and informal professional development opportunities—designed to sharpen your skills, expand your knowledge, and accelerate your career.

College Benefits

Our excellent sports and fitness facilities can be used free of charge by staff. You can also access a range of discounted hair and beauty treatments at our Academy and Graduate Hair & Beauty Salons, and a staff discount at our Academy Restaurant.