Apprentice Apprenticeships Administrator New College Swindon

This role is pivotal in the success of our Apprenticeship programmes and for supporting Apprentices and employers on their journey with us. You will work with the Apprenticeship Administrator as part of the Apprenticeship team providing administrative support to the Apprenticeship Managers and Apprenticeships coordinators.

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Closing date: 15 Oct 2023

Apprenticeship summary

  • Annual wage


    £9.64 per hour

  • Working week

    Monday to Thursday 9am to 5pm Friday 9am to 4.30pm, Half an hour for lunch.

    Total hours per week: 37

  • Expected duration

    18 Months

  • Possible start date

    21 Oct 2023

  • Date posted

    11 Sep 2023

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    1 available

What will the apprentice be doing?


  • Support with processing forms as required
  • Support with the maintenance of the electronic sign up system and other learner records systems
  • Record learner and employer information, enrolment, completion and any other changes to the apprenticeship on the central tracker.
  • Maintain the paper and electronic Apprenticeships Files on


  • Ensure all apprenticeships paperwork is scanned and saved into the relevant SharePoint folders.
  • Work with the Administrator to liaise with FMI regarding all apprenticeship paperwork and queries
  • Help the Head of Apprenticeships to identify non compliance by using various platforms, such as sharepoint and Smart Assessor. 


  • Scan and upload completed Incentive Grant forms for the Finance Team to SharePoint.
  • Record incentive payments schedule on the Central Tracker.
  • Chase Apprenticeship Co-ordinators for any missing documents
  • Work with the Administrator to liaise with Finance regarding Incentives Payments and Employer Contribution invoicing

Functional Skills

  • Communicate with Apprentices and Employers to inform of Functional Skills training dates
  • Save electronic Functional Skills Trackers to the relevant apprentice files and share with relevant Apprenticeship Co-ordinator.

Quality & Compliance

  • Support the team to collate the evidence for internal and external ESFA audit
  • Work with the team to ensure all apprenticeship paperwork complies with ESFA funding regulations.
  • Participate in internal audits as required
  • Assist Quality with compliance checks on Apprenticeship paperwork and data on College systems.


  • Send certificates to Apprentices when required

General Administration

  • Help process stationery orders for the apprenticeship team
  • Send cross college apprentice communication at the request of College managers
  • Organise and minute Cross College Work Based Learning reviews
  • Photocopying and scanning relevant apprenticeship documentation

New College Swindon Internal Apprenticeship Network

  • Create and administer the New College Swindon internal network
  • Arrange monthly meetings to network with other college apprentices
  • Collect feedback about the college’s apprenticeship experience for staff members and report to management

The post holder may be required to perform duties other than those given in the job description for the post. The duties and responsibilities attached to posts may vary from time to time without changing the general character of the duties or the level of responsibility entailed. 

What training will the apprentice take and what qualification will the apprentice get at the end?

  • Business Administrator Level 3 Apprenticeship standard
  • On and off the job training and location to be confirmed

What is the expected career progression after this apprenticeship?

Potential to apply for permanent role.

Requirements and prospects

Desired skills and personal qualities

Communication skills, IT skills, Attention to detail, Organisation skills, Customer care skills, Problem solving skills, Presentation skills, Administrative skills, Number skills, Analytical skills, Logical, Team working, Initiative, Non judgemental, Patience


GCSE or equivalent English (Grade 4) Essential
GCSE or equivalent maths (Grade 4) Essential

Things to consider

We are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. If successful in being appointed to a post, you will be expected to apply for a disclosure from the Disclosure and Barring Service (DBS) and other pre-employment checks will be carried out before your appointment is confirmed.

About the employer

New College Swindon has a thriving and substantial apprenticeship provision for around 1,000 apprentices across 28 apprenticeship Standard areas. As an Apprentice Apprenticeship Coordinator, you will have the support of the Apprenticeships team and managers to achieve a Customer Service Level 3 apprenticeship and gain knowledge of how apprenticeships work whilst developing customer service skills to deliver a quality apprenticeship service to employers and apprentices. You must have a full, clean driving licence and access to a vehicle to enable travel to employers premises. Working with an Apprenticeship team this role will provide an effective and successful customer service to support the College’s Apprenticeship provision. The role is the first point of contact for employers, apprentices and applicants programme, and will provide an effective customer service to meet the needs of these key College customers. Responsible for a caseload of employers and learners in specific sectors, the role will be focused on ensuring effective recruitment, enrolment, on programme experience and successful completion. Working effectively with curriculum delivery staff this post will ensure that all programme elements, including funding, audit and Ofsted requirements, are adhered to, and apprenticeship achievement and funding targets are fully met.


New College Swindon


North Star Campus

North Star Avenue



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Training provider





Apprenticeship standard

Business administrator

Level 3 (A level)

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