Mercury Training Services Ltd
MIS Administrator
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The Opportunity
Mercury Training Services delivers apprenticeship programmes across Security, Facilities Management, and Business Administration and Management, working with employers who protect and run some of the most significant sites in the country.
Before any apprentice can start, someone has to check that everything is in order: that they are eligible, that the paperwork is complete, that the details are right. That work sits in our MIS team, which takes each learner from applicant through to First Day In Learning, and it is what this role is for. You are the first line of compliance and data accuracy in that team: the gatekeeper who makes sure nothing moves forward until it is right. It is not glamorous, and it is the reason our learners keep their funding and their place on programme.
You do not need to know the Individual Learner Record to apply. What you do need is genuine administrative ability, an eye for detail and the patience to check properly rather than assume. We will teach you the ILR, the Funding Rules and the systems, and there is a clear path from here into specialist data and compliance work for someone who takes to it.
What You'll Do
- Compliance checks on application forms and eligibility checks on every new learner, completed thoroughly and on time
- The checks at each stage of onboarding through to First Day In Learning, so every learner reaches the compliance check with a complete record
- Accurate learner data and records on our systems
- The MIS phone lines and shared inboxes, so every call and message is answered, logged and routed
- Chasing the outstanding items that hold a learner up, with employers and internally
- Your own development, building towards ILR and funding compliance work
Where the Line Sits
You report to the Management Information and Systems Manager and work as part of the MIS team. You have no line management responsibility. Compliance checks are owned by the Management Information and Systems Manager; carrying them out is a core part of your role.
You work alongside the MIS and ILR Specialist, who carries out the compliance check on the team's onboarding work once First Day In Learning is completed, and who supports you with application and onboarding checks. Where the MIS and ILR Specialist returns a record, you put it right.
You will have contact with employers where paperwork is outstanding, and with colleagues across the business where information is missing. Where something is not right, you raise it rather than work around it. If it is not resolved, it goes to the Management Information and Systems Manager.
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Key Responsibilities
Application and Eligibility Checks
- Assist with expressions of interest, logging each one and supporting it through to a full application
- Carry out compliance checks on every application form, confirming it is complete and accurate before anything moves forward
- Check every new learner against the eligibility requirements set out in the Funding Rules, including age, employment status, residency and right to work
- Check prior attainment and previous learning, and flag anything that affects eligibility or funding
- Query anything that does not add up, rather than passing it on and hoping
- Record the outcome of each check clearly, so the decision can be evidenced later
Onboarding Checks
- Carry out the checks at each stage of onboarding, from application checked through to written agreements and First Day In Learning completed
- Confirm that written agreements, training plans and employer details are complete and correct at each stage
- Return incomplete records rather than passing incomplete paperwork forward
- Peer check the other MIS Administrator's work, so every record has a second pair of eyes before it moves on
- Pass each completed onboarding to the MIS and ILR Specialist for compliance checking, and correct anything that comes back
- Keep the onboarding trackers up to date, so the Management Information and Systems Manager can see where every learner sits
- Set learners up on BUD at the right stage of onboarding, with every detail entered accurately
Records and Administration
- Enter and maintain learner and employer data accurately on our systems, within agreed timescales
- Process learner changes of circumstance in BUD accurately and promptly, so every record stays up to date
- Keep documents filed correctly and retrievable, so any record can be produced on request
- Handle learner information confidentially and in line with data protection requirements
- Support the team with the routine administration that keeps the onboarding process moving
Phone Lines, Inboxes and Learner Contact
- Monitor and answer the MIS phone lines and shared inboxes promptly
- Log each query and route it to the right person or team
- Speak to learners about their application and onboarding, answering what you can and signposting them to the right person where you cannot
- Recognise any safeguarding concern raised with you and pass it on straight away, in line with the Mercury safeguarding procedure
- Keep a professional, helpful manner on every call and message
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Chasing Outstanding Items
- Identify what is holding a learner record up and pursue it until it is resolved
- Contact employers by telephone first, following up in writing only where the call did not connect or did not resolve it
- Keep your written follow ups clear and pitched at the person reading them, with what is needed, by when, and a way to come back to you
- Record every attempt at contact, and escalate where something remains outstanding
Learning the Role
- Build a working knowledge of the Individual Learner Record and how learner data flows into it
- Learn the Funding Rules as they apply to eligibility, starts and changes in circumstance
- Take part in training, keep your own record of what you have learned, and apply it
- Take on more of the data and compliance work as your knowledge grows
What You'll Bring
Essential
- Strong administrative experience, in a role where accuracy mattered and was checked
- Genuine attention to detail, with the discipline to check rather than assume
- Confident with Excel, Word and Outlook, and quick to pick up new systems
- Professional telephone manner, comfortable speaking to learners and employers and following an issue through
- Clear, plain written communication
- Organised, able to hold several open items at once and keep track of all of them
- Sound judgement on confidentiality and handling personal information
- Willing to learn the ILR and funding compliance, and to be trained and corrected along the way
Desirable
- Experience in an apprenticeship, training provider or further education setting
- Experience of eligibility or compliance checking of any kind
- Experience of a learner management system such as BUD
- Any exposure to the Individual Learner Record or the Funding Rules
Other Requirements
- Right to work in the UK
- Enhanced DBS check, which Mercury will arrange
- Commitment to safeguarding, Prevent and the safety of our learners
- A suitable home working environment and a secure setup for handling learner data
- Occasional travel for training
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