The University of Sheffield
Apprenticeships Compliance and Management Information Co-ordinator
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The University of Sheffield is a remarkable place to work. Our people are at the heart of everything we do. Their diverse backgrounds, abilities and beliefs make Sheffield a world-class university.
We offer a fantastic range of benefits including a highly competitive annual leave entitlement (with the ability to purchase more), a generous pensions scheme, flexible working opportunities, a commitment to your development and wellbeing, a wide range of retail discounts, and much more. Find out more about our benefits (opens in a new window) and join us to become part of something special.
Overview
We are looking for an experienced Apprenticeship Compliance and Management Information Co-ordinator. This is a key role at the University within the Central Apprenticeship Hub, reporting to the Head of Apprenticeship Compliance.
The postholder will be responsible for the timeliness and accuracy of all data submitted to the Individual Learner Record (ILR) and monitoring and supporting ILR related activity within the University.
In order to do this, you will be responsible for the timely and accurate submission of funding claims for all apprenticeship provision across the University and will maintain the accuracy and compliance of learner records. You will work closely with colleagues within academic departments who are delivering or developing apprenticeships. You will also work closely with other central professional services directorates and represent the University externally.
We currently have over 1000 apprentices completing programmes from Level 3 to Level 6 and an ambition for managed growth where programmes align with our wider educational ambitions.
You will contribute to the delivery of an apprenticeship strategy for the University.
Person Specification
You should provide evidence in your application that you meet the following criteria. We will use a range of selection methods to measure your abilities in these areas including reviewing your online application, seeking references, inviting shortlisted candidates to interview and other forms of assessment action relevant to the post.
The University of Sheffield is proud to be a Disability Confident Employer; we commit to recruit and retain disabled applicants and support positive action. We encourage disabled people to apply for our jobs and to have the opportunity to demonstrate their skills, talent and abilities at the interview stage. We commit to offer an interview to disabled applicants who meet the minimum criteria for the job. For further information on the Disability Confident Scheme, please follow the link.
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Criteria
Essential Or Desirable
Stage(s) assessed at
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Five GCSEs at Grade C/4 including Maths and English.
Essential
Application
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Proven IT skills including knowledge and experience of using email, Microsoft Office and/or Google apps.
Essential
Application/Test
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Previous experience within a customer focused environment with experience of responding efficiently and effectively to enquiries.
Essential
Application / Interview
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Ability to use your initiative to find creative solutions to varying demands.
Essential
Application/Test
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Strong communication skills, both written and verbal.
Essential
Application / Interview
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Good attention to detail, with a proven ability to spot numerical discrepancies and work with data, reports and financial documents.
Essential
Application/Test
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Ability to recognise where additional support is required within the team and to prioritise own work to meet deadlines.
Essential
Application/Test
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Ability to deal with documents or information of a sensitive and confidential nature.
Essential
Application / Interview
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A willingness to learn new skills and undertake training when required.
Essential
Interview
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Previous administrative experience in an office environment.
Desirable
Application
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Experience of the University’s systems (e.g. uBase, myPurchase and Google Calendar).
Desirable
Application
About The Team
You will be based within the directorate of Student and Academic Services and will report directly to the Head of Apprenticeship Compliance. You will work alongside the Management Information Analyst and Funding Officer to ensure the integrity of apprenticeship data across all information systems.
Together with the above roles, you will help to develop the provision of apprenticeship data oversight across the University and support the University's strategic ambitions for apprenticeship provision.
You will be part of the Central Apprenticeship Hub and work closely with colleagues in the Academic Programmes Office (APO). The APO is a team of approximately 30 staff that supports departments with the development approval and review of taught programmes and the provision of associated management information. It is responsible for the policies, processes and systems used to assure the academic quality and standards across taught programmes, as well as ensuring that the University’s academic regulations are maintained, accessible, and fit for purpose.
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Job Description
Main duties and responsibilities
- Responsible for the preparation and submission of error free monthly funding claims to ensure the University receives timely payments for the delivery of all apprenticeships.
- Learn to confidently use funding related software including PDSAT and FIS to ensure accurate submission of data to support funding claims.
- Monitor and reconcile associated monthly apprenticeship data reports, check for errors/omissions and take corrective actions to ensure that ILR data is accurate.
- Produce and submit apprentice data to the University’s Admissions department as required.
- Implement and maintain systems to monitor the accuracy and compliance of the apprentice evidence pack.
- Carry out internal audits, including themed and general audits of apprenticeship evidence pack documentation.
- Produce monthly audit reports and areas for action for senior managers.
- Maintain up to date understanding of DfE funding rules and regulations about apprenticeship education.
- Work closely with apprenticeship delivery departments to assist with compliance queries and issues.
- As a member of staff, you will be encouraged to make ethical decisions in your role, embedding the University sustainability strategy into your working activities wherever possible.
- Any other duties, commensurate with the grade of the post.
Further Information
- Grade: 5
- Salary: £27,319 - £31,236 per annum. Potential to progress to £33,951 per annum through sustained exceptional contribution.
- Work arrangement: Full-time
- Line manager: Head of Apprenticeship Compliance
- Direct reports: N/A
For informal enquiries about this job contact Anne Griggs, Head of Apprenticeship Compliance at a.griggs@sheffield.ac.uk
Closing Date: 09/08/2026
We are a research university with a global reputation for excellence. Our ideas and expertise change the world for the better, making a real difference to society. We know that when people come together with different views, approaches and insights it can lead to richer, more creative and innovative teaching and research and the highest levels of student experience. Our University Vision (www.sheffield.ac.uk/vision) outlines our commitment to building a diverse community of staff and students that recognises and values the abilities, backgrounds, beliefs and ways of living for everyone.
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