Apprenticeship Administrator (Ref: 24141)

Please refer to the Job Description

Job Description

Job Title: Apprenticeship Administrator

Grade: AO

Business Group: People & Capability Group

Contract Type: Fixed Term – 24 months in line with the apprenticeship programme.

Directorate: Strategy and Centre of Expertise

Team: Capability/Apprenticeship Team

Location: National

People & Capability Group

People & Capability supports the Ministry of Justice (MoJ) to have the people, skills and capability it needs to deliver its priorities. We provide people services across the Justice family and work with leaders, managers and employees to build an inclusive, capable and high-performing organisation.

The Capability Team is responsible for ensuring colleagues across MoJ can access high-quality learning and development opportunities that build the skills needed now and for the future.

Information about the MoJ and its priorities can be found at www.gov.uk/government/organisations/ministry-of-justice/about

About the Apprenticeship Team

Apprenticeships are an important part of the MoJ's approach to building workforce capability, providing opportunities for both new and existing employees to develop skills and gain recognised qualifications.

The MoJ makes a significant annual contribution through the Apprenticeship Levy – approximately £19m in 2025/26. The Apprenticeship Team works across the Department to help ensure this investment supports organisational capability priorities, provides a positive experience for learners and delivers high-quality outcomes and value for money.

About the Role

The Apprenticeship Administrator provides essential administrative support to MoJ's Apprenticeship Team, helping colleagues across the Department access and successfully participate in apprenticeship programmes.

You will help manage apprenticeship applications and learner records, respond to enquiries, support enrolment and onboarding and administer changes to learning arrangements. You will maintain accurate information on the Digital Apprenticeship Service (DAS) and other systems and provide information to support effective management of the apprenticeship portfolio.

You will be one of the first points of contact for learners, managers and apprenticeship providers and will work closely with colleagues across the Apprenticeship Team to provide a responsive and high-quality service.

This role provides an opportunity to develop experience in apprenticeship administration and the operation of a large public-sector apprenticeship programme in government.

The postholder will undertake a Level 3 Business Administration Apprenticeship alongside the role.

Key Responsibilities

You will:

• Monitor and manage the Apprenticeship Team's shared mailbox, responding to routine enquiries and ensuring more complex queries or issues are directed to the appropriate colleague.
• Process apprenticeship applications accurately and within agreed timescales, liaising with learners, managers and providers where information is missing or clarification is required.
• Support apprenticeship enrolment and onboarding, including maintaining and following up apprenticeship agreements and other required documentation.
• Administer changes to learners' apprenticeship arrangements, including withdrawals, breaks in learning and changes to learning dates, following agreed processes and escalating issues where appropriate.
• Maintain accurate and up-to-date learner information on the Digital Apprenticeship Service and other apprenticeship systems and records.
• Maintain cohort information and support approval processes, following up outstanding actions where required.
• Carry out routine checks of apprenticeship data, identifying missing or inconsistent information and taking action to resolve it.
• Provide accurate information and routine reports to colleagues to support management of learners and the wider apprenticeship portfolio.
• Support effective communication with learners, managers and apprenticeship providers, providing clear information and a helpful and professional service.
• Provide wider administrative support to the Apprenticeship Team, including supporting meetings, recording actions and following up agreed actions.
• Contribute ideas for improving administrative processes and the learner experience, working with colleagues to implement agreed improvements.

Person Specification

Essential Criteria

We are looking for someone who can demonstrate:

• Confidence using digital systems and Microsoft applications, with the ability to learn and use new systems effectively. (Assessed at sift)
• Good organisational skills, with the ability to manage a range of tasks, meet deadlines and maintain accurate records. (Assessed at sift & interview)
• Good written and verbal communication skills, with the ability to provide a helpful and professional service to customers and colleagues. (Assessed at sift & interview)
• The ability to work effectively with others, identify straightforward problems and take appropriate action or seek support when needed. (Assessed at Interview)

Previous experience of apprenticeships is not required. Training and support will be provided.

Desirable Criteria

It would be helpful, but is not essential, if you have:

• Experience of working in an administrative or customer service.
• Experience of working with data, management information or digital record systems.
• Knowledge or experience of apprenticeships or the Digital Apprenticeship Service.

Desirable criteria will not normally be scored at sift but may be used to differentiate between otherwise closely matched candidates.

Application process

You will be assessed using the Civil service success profiles framework.

Candidates will be assessed against the essential criteria and the following behaviours:

• Delivering at Pace – lead behaviour
• Working Together
• Managing a Quality Service
• Changing and Improving

If we receive a high number of applications, an initial sift may be undertaken against the lead behaviour, Delivering at Pace.

Please refer to the CS Behaviours framework for more details, including by grade:

https://www.gov.uk/government/publications/success-profiles/success-profiles-civil-service-behaviours#why-we-assess-behaviours

Sift

Experience

Statement of Suitability - Please provide details of your experience and how you meet the requirements of the essential criteria (250 words)

Interview

Candidates invited to interview will be assessed against a combination of the essential criteria, Civil Service behaviours and strengths relevant to the role.

Interviews will be conducted remotely using Microsoft Teams.

Candidates invited to interview will be assessed against a combination of the essential criteria, Civil Service behaviours, experience and strengths relevant to the role.

At interview you will be assessed using the below behaviours and strengths from the Success Profiles.

• Delivering at Pace – lead behaviour
• Working Together
• Managing a Quality Service
• Changing and Improving

In addition, you will also be asked strength-based questions.

If you have any questions regarding the role, please contact – Natalie McGivern Natalie.McGivern@justice.gov.uk

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Feedback will only be provided if you attend an interview or assessment.