Admin and Compliance Officer | Speke (Home-based)

Job Title: Admin Compliance Officer

Department: Admin and Compliance Team

Location: Speke (home-based)

Reports to: Head of Compliance

Type: Full-time / Part-time / Fixed Term Contract / Perm Contract

Salary: Salary £20,000 + benefits


Data entry, maintenance, and compliance of Apprenticeship learner records and Adult Education learner records both self-delivery and sub-contracted partners, following ESFA and ESF funding rules and the General Data Protection Regulation.

Processing learner certificates and achievements to ensure timely completion that complies with funding requirements.

In effect, this falls into three key areas of focus:

  • Compliance & Data Entry: undertake accurate data entry and maintenance of learner records (both paper-based and electronic). Process documentation in accordance with government funding rules and awarding organisation guidelines. Assist in internal and external data audits.

  • MIS reports: produce and interpret data management reports to track and complete workloads accurately and timely.

  • Administration: Handle all queries, agreeing on corrective and preventative measures in a timely manner, and monitoring completion of any actions. Undertake ad-hoc tasks that the role may require including reports, projects, and general administration tasks.

When needed, the post holder will also provide support for the wider operational delivery teams, ensuring all day-to-day activities are completed accurately and on time.

This role will liaise closely with:

  • Admin and Compliance Manager (supporting them in the completion of audits)

  • Operational delivery teams (communicating with them on completion of learner files, queries and corrective actions etc.)


Data entry and compliance:

  • Undertake accurate data entry including new starts, break-in learnings, withdrawals and achievers

  • Use of internal systems for Apprenticeship enrolments (Levy and Non-Levy)

  • Carry out full compliance audit of all new learner starts, on programme maintenance and achievements

  • Support with sample audits for all new starts, on programme evidence and achievements

  • Support in the preparation for Ofsted inspections and funding audits

  • Correcting ILR validation errors and working on DSAT reports as directed

  • Regular filing/archiving of learner and employer records

  • Accurately cleanse ESFA reports (Error reports, DSATs, Hub Validation) as directed

  • Ensure full audit of both paper and electronic documentation is maintained

MIS reports / reporting:

  • Produce accurate daily financial and data management reports

  • Interpret reports and make recommendations to improve reporting suite in conjunction with the MIS manager and end-users

  • Produce and interpret data management reports to complete workloads accurately and timely


  • Deal with general queries either in person, writing, or telephone from colleagues, learners, employers, and business partners


  • Raising purchase orders on a regular basis to ensure all invoices are processed timely

  • Handle all queries/ complaints to agree and monitor corrective and preventative actions in a timely manner

  • Survey collating, monitoring and reporting (including FE Choices Employer and Learner surveys)

  • Undertake ad-hoc tasks that the role may require including reports, projects and general administration tasks

  • Ensure all company inbox facilities e.g. SCA/Apps are maintained and monitored daily and actioned efficiently

  • Place stationery orders and maintain effective stock levels at all times


  • Work with the quality team to ensure quality processes are embedded within operational activities

  • Support internal quality/compliance audits as required

Team Support:

  • Support the wider ops team to ensure all work activities are completed in a timely manner

  • Take accountability for both own work and team target contribution to ensure all objectives are met accurately and in a timely fashion.


  • Support the preparation for inspections by Ofsted and other regulatory authorities

Personal Development:

  • Be responsible for your own development with the support from your line manager

  • Undertake professional / technical skills training as appropriate

Role Model:

  • Role model the System Training Company Values which consists of Excel, Integrity, Innovate, Passion, Nurture and Deliver

  • Present and conduct yourself in a diligent and professional manner at all times with both internal and external stakeholders

  • Continually represent company policies i.e. Health and Safety, ICT acceptable use, Equality and Diversity, Safeguarding and all other policies available on People HR



  • Good standard of school education (minimum C in 5 GCSEs or equivalent including Maths and English)

  • Level 2 in Numeracy and Literacy (or equivalent)

Key Requirements:

  • Experience of working with Maytas/PICS

  • Demonstrable understanding of the funding rules of Adult Education Budget/Apprenticeships

  • Understanding of ESFA reports (error reports, DSATs, Hub validation) and ability to accurately cleanse such reports

  • An excellent standard of written communication

  • Ability to engage with colleagues and/or external colleagues; over the telephone and face-to-face

  • Data input/administration

  • Proficient in Microsoft Office software

  • Experience using computerised record systems/databases

  • Good problem-solving ability

  • Able to work on own initiative

  • Able to prioritise workloads to meet business needs

  • Work to strict deadlines

  • Good organisation skills

  • Good attention to detail

  • Excellent communicator

  • Excellent relationship-building skills

  • Confident and professional manner

  • Willingness to go the extra mile

  • Hold a current valid driving licence and have access to a car or be prepared to travel by public transport as business needs require

  • Flexibility to work hours as dictated by business needs throughout the week/over the month by prior arrangement

This job description is issued as a guideline to assist you in your duties, it is not exclusive or exhaustive. Due to the evolving nature and changing demands of our business this job description may be regularly reviewed to ensure it is an accurate representation of the post.

You may, on occasions, be required to undertake additional or other duties as may reasonably be expected within the scope and grading of the post and according to the needs of the company.

Interested? Send across your CV to with the title of the vacancy you're interested in applying for. Know of someone who may be a great fit? Send them this job description.

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