Data User Apprentice - Service Systems Administrator

Kaplan Financial Ltd

London (SE1 1HR)

Closes in 13 days (Tuesday 8 September 2026)

Posted on 25 August 2026

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Summary

Looking to build a long-term career in the exciting world of Data and Technology? Look no further! This is your chance to take your first step into a rewarding career with a Level 3 Data Technician Apprenticeship at Kaplan.This role is perfect for people who are currently not in education, employment or training and are looking for an opportunity to gain valuable skills, paid work experience, and a recognised qualification.

Whether you're leaving school or college, taking a different career path, or looking for your first full-time role, this apprenticeship provides the support and training you need to get started. You'll earn a salary while gaining hands-on experience in a professional workplace and studying towards a nationally recognised qualification.

• Wage:

  £26,228 a year

  Minimum wage rates (opens in new tab)

  Paying between £26228 - £27086

• Training course: Data technician (level 3)
• Hours: Monday to Friday, shifts to be confirmed.

  37 hours a week

• Start date:

  Monday 21 September 2026

• Duration:

  1 year 6 months

• Positions available:

  2

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

As a key member of the Service Delivery Operations team, the Service Systems Administrator will provide essential operational support by maintaining accurate and complete data within core Kaplan systems. The role holder contributes to the smooth execution of day-to-day processes and carries out timely data entry, supporting our strategy to ensure Kaplan is easy to do busy with.

As the Service Systems Administrator, you will:

• Act as the first point of contact for system queries and issues via Freshdesk

• Process data and support the production of reports, as instructed

• Complete updates and housekeeping tasks within the systems

• Manage own workload and priorities ensuring that deadlines and expectations are met and quality is maintained

• Build and maintain strong working relationships with internal stakeholders, contributing to opportunities for efficiency and continuous improvement

• Champion, in all that we do, the vision, values and quality expected by Kaplan

Detailed responsibilities

System & Data Administration

• Use a variety of platforms to best facilitate routine tasks. These include:

• Google Workspace

• Onefile

• Business Central

• Dayschedule

• Excel

• PowerBI

• Update systems with information relating to Learner progress. An example of this would be adding notes from internal support teams to Onefile.

• Assist with tasks relating to user management and system access, including:

• Setting up system access for external Line Managers

• Resolving user queries

• Raising system related issues

• As required, create new system based forms or templates, and complete system housekeeping tasks

• Support with reporting tasks as required

• Follow GDPR processes at all times to prevent and if necessary promptly report data breaches.

Triaging and responding to our team’s Freshdesk queries

• Triage queries allocated to our team in Freshdesk and resolve them where possible.

• Reassign to the relevant team/colleague or escalate to a Manager, as appropriate, if you are unable to resolve yourself.

• Ensure all responses are provided within agreed service level agreements.

Help drive continuous improvement

• Review the process and guidance documents relevant to your role, twice yearly, to identify anomalies and update them as applicable, to ensure all processes are clearly and correctly recorded.

• Make suggestions to improve our processes and drive efficiencies in our team, using AI to support improvements where applicable.

• Suggest improvements that can be made to our systems.

• Thoroughly test any new developments in relation to the above tasks and provide feedback on their viability.

You’ll also carry out other duties, within the broad scope and spirit of your role, as requested by your manager. Our business continuously evolves, so your role will too.

Where you'll work

179-191 Borough High St
London
SE1 1HR

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Training provider

KAPLAN FINANCIAL LIMITED

Training course

Data technician (level 3)

Understanding apprenticeship levels (opens in new tab)

What you'll learn

Course contents

• Select and migrate data from already identified sources.
• Format and save datasets.
• Summarise, analyse and explain gathered data.
• Combine data sets from multiple sources and present in format appropriate to the task.
• Use tools and/or apply basic statistical methods to identify trends and patterns in data.
• Identify faults and cleanse data to improve data quality, for example identifying gaps, duplicate entries, outliers and unusual variances, including cross-checking across data elements or between data sources.
• Audit data results for maintenance of data quality, reviewing a data set once all sources are combined, to ensure accuracy, completeness, consistency and traceability from original data.
• Demonstrate the different ways of communicating meaning from data in line with audience requirements.
• Produce clear and consistent documentation of the data provided to others and of actions completed. Where appropriate or mandated by the working context, this documentation should use standard organisational templates.
• Store, manage and distribute data in compliance with organisational, national, sector specific standards and or legislation.
• Considers sustainability and ways to reduce impact. For example, using cloud storage, sharing links to files, avoid storing multiple versions of files, and reducing the use of physical handouts of documentation.
• Parse data against standard formats, and test and assess confidence in the data and its integrity.
• Operate collaboratively in a working context that accounts for, and takes advantage of, the roles, skills and activities of others, especially those interacting with the same data sets or working towards a common goal.
• Prioritise own activities within the context of the duties to be performed, taking account of any known or expected impact on others.
• Follows equity, diversity and inclusion policies in the organisation for a common goal.
• Demonstrate the ability to use different tools and methods to formulate and utilise effective prompts to research, apply, and evaluate data transformation techniques.
• Select and migrate data from already identified sources.
• Format and save datasets.
• Summarise, analyse and explain gathered data.
• Combine data sets from multiple sources and present in format appropriate to the task.
• Use tools and/or apply basic statistical methods to identify trends and patterns in data.
• Identify faults and cleanse data to improve data quality, for example identifying gaps, duplicate entries, outliers and unusual variances, including cross-checking across data elements or between data sources.
• Audit data results for maintenance of data quality, reviewing a data set once all sources are combined, to ensure accuracy, completeness, consistency and traceability from original data.
• Demonstrate the different ways of communicating meaning from data in line with audience requirements.
• Produce clear and consistent documentation of the data provided to others and of actions completed. Where appropriate or mandated by the working context, this documentation should use standard organisational templates.
• Store, manage and distribute data in compliance with organisational, national, sector specific standards and or legislation.
• Considers sustainability and ways to reduce impact. For example, using cloud storage, sharing links to files, avoid storing multiple versions of files, and reducing the use of physical handouts of documentation.
• Parse data against standard formats, and test and assess confidence in the data and its integrity.
• Operate collaboratively in a working context that accounts for, and takes advantage of, the roles, skills and activities of others, especially those interacting with the same data sets or working towards a common goal.
• Prioritise own activities within the context of the duties to be performed, taking account of any known or expected impact on others.
• Follows equity, diversity and inclusion policies in the organisation for a common goal.
• Demonstrate the ability to use different tools and methods to formulate and utilise effective prompts to research, apply, and evaluate data transformation techniques.

Training schedule

This apprenticeship provides your employees with fundamental capabilities crucial for navigating and leveraging data effectively within your organisation, allowing them to understand insights, foster transformation, and gain a competitive edge.

• Data Analysis Fundamentals
• Data Literacy and Generative AI Introduction
• Data Analysis and Visualisation with Excel
• Databases and Data Modelling
• Data Challenge and EPA Readiness

Our apprenticeships are uniquely designed to offer unparalleled support for both employers and learners. We provide expert-led,practical training and simulations that build transferable digital skills and instil a growth mindset - essential for effectively leveraging technology.

More training information

Kaplan is one of the world’s largest and most diverse education providers. We are one of the UK’s leading training providers for finance and accountancy and data and IT  qualifications and train thousands of apprentices each year.

We have been educating and training students for over 70 years and have helped thousands of people achieve their career goals. We offer apprenticeships from Level 2 to Level 7 and cover Accountancy & Tax, Banking & Finance and Data & IT.

We offer study methods to suit all types of learning, whether you want to be face-to-face, or left alone to study in your own time. 

Requirements

Essential qualifications

GCSE in:

• Maths (grade 9-4)
• English (grade 9-4)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

• Communication skills
• IT skills
• Organisation skills
• Attention to detail
• Customer care skills
• Problem solving skills
• Presentation skills
• Administrative skills
• Number skills
• Analytical skills
• Logical
• Team working
• Creative
• Initiative

About this employer

Kaplan was founded in 1938 by Stanley Kaplan, with a simple but powerful mission: to widen access to education and create opportunities for people from all backgrounds. That mission continues to shape what we do today — helping learners build the knowledge, skills and confidence they need to succeed.

Disability Confident

A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long-term health condition. This includes non-visible disabilities and conditions.

You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.

After this apprenticeship

Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).

From this role, your potential paths for career progression at Kaplan include:

• Senior Service Delivery Operations Administrator

• Data and systems based roles

Ask a question

The contact for this apprenticeship is:

KAPLAN FINANCIAL LIMITED

Kaplan

kaplan.recruitment@kaplan.co.uk

0161 259 7400

The reference code for this apprenticeship is VAC2000049904.

Apply now

Closes in 13 days (Tuesday 8 September 2026)

After signing in, you’ll apply for this apprenticeship on the company's website.