University of the Built Environment
Business Support Officer (Apprenticeship Funding and Compliance)
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Please note that whilst this role is advertised as Business Support Officer (Apprenticeship Funding and Compliance), the contractual title for this role will be Apprenticeship Business Support Officer.
JOB DESCRIPTION
Employment status and working hours
Permanent, full time.
Full time hours at the University are 35 per week with the standard working pattern Monday to Friday from 09:00 to 17:00, with some flexibility in start/finish times.
Organisation structure
Education and Students, Apprenticeship Business Management.
Your line manager will be Catherine Young, Head of Apprenticeship Support.
Place of work flexibility
Your time will be split between the Horizons, Reading office and your home*. The exact split of days/hours is negotiable but must include up to 30 days per year spent at Horizons only on the core days (Tuesday, Wednesday, Thursday). *Working from home is only possible if your environment is suitable – please see the ‘Working from home’ section on our Careers Site for further information.
High level summary of job role
As the Apprenticeship Business Support Officer, you’ll play a vital part in ensuring the University remains compliant with funding and regulatory requirements, while supporting apprentices, employers, and internal teams to deliver outstanding outcomes. You will work within the Apprenticeship Business Management (ABM) team who provide technical and administrative business support to a range of internal and external stakeholders, supporting the smooth running of all apprenticeship business operations.
Working collaboratively with internal and external stakeholders, you will be responsible for the effective completion and management of allocated elements of the University’s apprenticeship business support operations, including apprentice change-of-circumstance processes. You will contribute to the maintenance of robust audit and compliance practices, the mitigation of funding risk, and the delivery of high-quality customer service.
Specific job role accountabilities and responsibilities
- Oversee, manage and be responsible for allocated aspects of the University’s apprenticeship business support operations, such as change of employer, change of apprenticeship, change of pathway, change of personal circumstances, Assessment of Professional Competence (APC), gateway, End Point Assessment (EPA) and completions, workshop provision etc.
- Contribute to and support all activities which mitigate against loss of funding.
- Contribute to financial governance and reporting – draw up new apprenticeship agreements and liaise with finance where necessary; arrange co-investment terms and liaise with apprentice/employer to discuss and gain agreement.
- Liaise with Apprenticeship Outcomes Officers (AOOs), Apprenticeship Outcomes Managers (AOMs), Business Development, Employers, and where necessary, the Apprentice to discuss and provide technical guidance on any change of circumstance, ensuring full compliance with the DfE apprenticeship funding rules.
- Contribute to the development, implementation and continuous improvement of lean administrative systems, processes, and practices in collaboration with internal and external stakeholders, striving for excellent practice
- Using strong digital and analytical skills with keen attention to detail to support the tracking, monitoring, and reporting of apprenticeship business activity, and, where necessary, highlighting anomalies.
- Use a range of internal and external systems e.g., SITS, PICS, ACE 360, Apprenticeship Service account, e:Vision, dashboards, process spreadsheets and other systems as required, to complete all required business activities.
- Work closely with employers and EPA Organisations to provide APC, gateway, and EPA data to ensure successful and timely completion of apprentice change of circumstance activities.
- Support the integration of the University’s apprenticeship provision into the wider business operations.
- Support OFSTED and DfE/ESFA activities and action plans.
- Commit to regular CPD training activities, to stay up to date with latest apprenticeship funding rules/processes.
- Undertake allocated administrative duties to include but not limited to:
- Act as the first point of contact for all apprenticeship change of circumstance enquiries, taking the initiative to screen, allocate and prioritise emails, telephone calls and correspondence, taking appropriate action where necessary.
- Process requests and issue documentation relating to apprentice change of circumstances
- Invoice requisition and processing.
- Assist with accurate data entry and data maintenance to facilitate accurate reporting both internally and externally. Utilise strong digital skills and attention to detail to ensure Excel reports are coherent and accurately reflect our position.
- Request data from other internal teams to collate and sort, and/or assist with the preparation of reports and accurate statistical data.
- Support the administration of apprenticeship-related surveys.
- Undertake other such duties of a similar nature which fall within the scope of the post, and which may be required from time to time.
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Other important features of the job role
- Line management responsibilities: None.
- Budget responsibility: None.
- In this role you will liaise with the following: Admissions and Enquiries, Business Development, Student Engagement, Apprenticeship Outcomes, Employers, Apprentices, EPAO’s.
PERSON SPECIFICATION
E = Essential person requirement; D = Desirable person requirement
How the person requirement will be assessed: This is not a heading
A = Application; I = Interview; T = Test or other assessment
Please be aware that as part of safer recruitment and onboarding processes, we will seek original documentary evidence of the relevant academic and/or professional qualifications which you include within your job application. This is all part of our comprehensive pre-employment screening which also includes checking your identity, right to work, criminal record history (basic disclosure unless specified otherwise), and three years employment history. This is all part of our commitment to safeguarding our students. Keeping our students safe is a responsibility shared by everyone within the University.
Qualifications and training
- GCSE Maths and English language Grade C or 4 or above (E, A).
- Further education level qualifications (D, A).
- Degree level qualification (D, A).
Previous experience
- In a business support, administration, compliance or customer-focused role (E, A, I).
- Experience working with DfE/ESFA-funded programmes (D, A, I).
- Experience in education or higher education (D, A, I).
Behaviours and attitudes
- Alignment to the University’s core values and growth mindset approach, which reflect our culture. Refer to the specific behaviours within the Competency Framework (E, I) – summarised within the careers site.
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Skills, knowledge, other requirements
- Strong attention to detail and commitment to data accuracy (E, A, I, T).
- Effective organisation and time-management skills (E, I).
- Clear, professional written and verbal communication skills (E, A, I, T).
- A proactive, solutions-focused mindset (E, I, T).
- Ability to manage multiple priorities in a deadline-driven environment (E, I).
- Understanding/knowledge of apprenticeship funding rules (D, A, I).
- Digital skills confidence: We use MS Office which includes Teams, Outlook, Word, Excel, and PowerPoint and several other systems/technology (E, I, T).
- Commitment to delivering positive outcomes for our students regardless of your area of work within the University; we want our students to be successful (E, I).
- You must be prepared to undertake mandatory online training should you be appointed. The University is regulated by the Office for Students and Ofsted, and we have specific requirements and expectations around safeguarding, Prevent, and anti-harassment and bullying. This is all part of our Competency Framework requirements (E, I).
PAY AND BENEFITS
- Salary: Salary range £27,000 to £28,000 per annum.
- Holiday: 26 days paid holiday (rising to 28 with service) plus paid bank/public holidays plus up to five paid closure days (typically between Christmas and New Year); all per holiday year Full Time Equivalent. Our holiday year runs from 1 August to 31 July. We also have a holiday buy and sell scheme in place. Sometimes the University does not need to close for five days per year and any balance (for example one day), can be used as a paid Wellbeing Day to take time out for your own physical or mental health.
- Pension and life assurance: Pensions auto-enrolment to the People’s Pension which is a default salary sacrifice scheme. You may opt out of salary sacrifice but remain in the scheme, or you may choose to opt out altogether. We provide life assurance (death in service) cover as standard to all employees.
- Family-friendly policies: Policies in place for all types of family-friendly statutory leave with enhanced pay available from day one of employment for some leave types. Access to Tax-Free Childcare (Government scheme).
- Wellbeing: Full access to the Employee Assistance Programme as well as the Thrive Mental Wellbeing app. Several employees are trained Mental Health First Aiders and can support staff. We have a wellbeing policy and we focus on five pillars of wellbeing.
- Sustainable travel: Cycle to Work and Electric Vehicle salary sacrifice schemes.
- Parking: We have locked sheds for bicycles. For cars, for Horizons based roles, we may in the future be able to offer parking on site however you must not assume this will be possible. Every now and then we may have a spare parking space become available and you can ask to join the waiting list. The University is keen wherever possible, to encourage staff to commute as sustainably as possible.
- Other health related benefits: Employer-funded Health Cash Plan (Simplyhealth) and voluntary dental insurance (Unum).
- Other valuable benefits:
- Charity giving options available including one voluntary paid day, per annum.
- You will have access to range of lifestyle discounts and everyday savings.
- We offer learning platforms
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