Job Description:

Job Title: MIS Administrator

Contract: Part time / 18.5 hours per week
Location: Bath
Salary: From £32,000 per annum, pro rata, depending on experience

About the role

We are looking for a highly organised, detail-focused MIS Administrator to join our team.

This is an important role supporting the effective administration, compliance and reporting of our apprenticeship programmes. You will be responsible for maintaining accurate learner and employer records, ensuring funding requirements are met, and providing high-quality management information throughout the learner journey.

The MIS Administrator will work closely with colleagues across delivery, quality, employer engagement and finance, you will help ensure our apprenticeship records are accurate, complete, compliant and ready for audit.

If you enjoy working with data, systems and processes, and have a strong eye for detail, this could be an excellent opportunity for you.

Key responsibilities

• Maintain accurate and up-to-date learner, employer and programme records across MIS, e-portfolio systems and internal databases.
• Complete and quality-check learner enrolment and sign-up documentation, including eligibility, prior learning, training plans, apprenticeship agreements and employer documentation.
• Carry out funding eligibility checks and ensure all required supporting evidence is accurate, complete and audit-ready.
• Input, review and maintain Individualised Learner Record (ILR) data, ensuring information is accurate and submitted within required deadlines.
• Use MIS systems to monitor learner starts, progress, planned and actual end dates, breaks in learning, withdrawals, gateway and completions.
• Undertake regular data validation, checking and cleansing to identify errors, missing evidence and discrepancies.
• Work collaboratively with colleagues to investigate and resolve data or compliance issues promptly.
• Ensure Apprenticeship Service records, employer approvals, training plans and ILR data are accurately aligned.
• Maintain comprehensive documentation to support funding claims, internal quality assurance and external audit requirements.
• Produce accurate reports, trackers and spreadsheets covering learner numbers, progress, compliance, funding, completion and performance.
• Support delivery teams to ensure learner records, off-the-job training evidence and programme documentation are maintained and kept up to date.
• Keep up to date with apprenticeship funding rules, ILR requirements and relevant internal policies and procedures.
• Respond professionally and efficiently to queries from learners, employers and colleagues.
• Work in accordance with data protection, safeguarding, equality, diversity and inclusion requirements, as well as organisational policies and procedures.

About you

• Highly organised, methodical and meticulous, with excellent attention to detail.
• Able to manage multiple priorities and work effectively to deadlines.
• Experienced in apprenticeship, education, training, funding, compliance or learner-record administration.
• Knowledgeable about apprenticeship funding rules, eligibility requirements and compliance.
• Experienced in using Management Information Systems (MIS) to input, maintain, validate and report on learner, employer and programme data.
• Familiar with the importance of accurate ILR data, supporting evidence and maintaining audit-ready learner records.
• Confident using Microsoft Excel, including spreadsheets, trackers, formulas and data-validation checks.
• A strong communicator who can build effective working relationships with delivery teams, employers and learners.
• Analytical and proactive, with the ability to identify discrepancies, investigate issues and take ownership of finding solutions.
• Able to work independently while also contributing positively as part of a wider team.
• Able to travel for work-related purposes and hold a full driving licence with access to your own vehicle.

Desirable experience

Experience of working with systems such as PICS, Aptem, OneFile, Bud, Smart Assessor or similar apprenticeship/MIS platforms would be advantageous.

Why join?

This is an excellent opportunity for a proactive and conscientious administrator who enjoys working with data, systems, compliance and process improvement.

You will play a key role in ensuring our apprenticeship programmes are administered accurately and effectively, supporting high-quality learner experiences while helping the organisation meet its funding, compliance and reporting requirements.

If you are organised, analytical and passionate about getting the detail right, we would love to hear from you.

Paul Feldman is the National Skills Agency Data Protection Officer. Your data will be stored until notice is given by you for it to be removed. Our Data Protection Policy will be forwarded to you on request. As we get a high number of applications we may be unable to give feedback to unsuccessful candidates. We will retain your details to  keep you informed of other opportunities. National Skills Agency Ltd is acting as an Employment Agency in relation to this vacancy and is an Equal Opportunities employer we welcome applicants from all backgrounds.