Department: Operations / Quality & Compliance
Reporting to: Operations Manager / Director
Company Description
Dynamo Training is a leading provider of apprenticeship training in the business sector, offering professional development programs ranging from Level 2 to Level 7, including a unique Level 7 Leadership and Management qualification. Our programmes are tailored to meet the needs of apprentices and organizations, delivered flexibly online by industry experts. We partner with the Institute of Leadership & Management, providing senior-level apprentices with membership perks and access to valuable resources. At Dynamo Training, we prioritize employee wellbeing by offering online mental health course packages to all participants. Our mission is to deliver high-quality, cost-effective training that develops exceptional leaders to shape the future of businesses.
Role Description
The Senior Administrator is responsible for ensuring the efficient, compliant, and high-quality administration of apprenticeship and training programmes delivered by Dynamo Training.
The role supports the organisation in maintaining high standards of data integrity, funding compliance, quality assurance, and audit readiness, ensuring all administrative processes meet the requirements of the Department for Education (DfE), awarding organisations, EPAOs and Ofsted.
The post holder will play a key role in supporting internal quality assurance, funding audits, and operational processes, while providing administrative support across the wider organisation to ensure effective programme delivery.
Key Responsibilities
* Oversee and support administrative processes across the full learner journey, including enrolment, onboarding, programme administration, and completion.
* Ensure all learner documentation is completed accurately and stored in accordance with DfE funding rules and organisational policies.
* Support the administration of training plans, commitment statements, learner agreements, and employer documentation.
* Maintain accurate learner records within organisational systems including MIS systems, ePortfolio platforms, and other digital record systems.
* Ensure learner documentation is completed within required timeframes to meet compliance requirements.
Compliance and Funding Assurance
* Support the organisation in maintaining compliance with DfE apprenticeship funding rules.
* Ensure learner records contain all required evidence relating to eligibility, residency, right to work, prior qualifications, and employer commitments.
* Conduct administrative checks to ensure documentation and learner records meet required funding and compliance standards.
* Escalate any potential compliance risks or missing evidence to senior management.
Data Integrity and ILR Support
* Support the accurate recording and maintenance of learner data across organisational systems.
* Assist with data validation processes linked to Individualised Learner Record (ILR) submissions.
* Identify discrepancies, inconsistencies, or risks within learner data and support corrective actions.
* Produce reports to support operational monitoring, compliance checks, and performance management.
Quality Assurance Support
* Provide administrative support for internal quality assurance activities, including documentation checks and evidence gathering.
* Support the monitoring of learner records to ensure compliance with organisational processes and external requirements.
* Assist in implementing improvements to administrative processes identified through quality assurance reviews.
Audit and Inspection Support
* Provide administrative support during internal audits, funding audits, and external inspections.
* Prepare and organise documentation required for audit evidence packs.
* Support the tracking and implementation of audit actions and recommendations.
* Ensure documentation systems are well organised and accessible for audit and inspection purposes.
Organisational and Team Support
* Provide administrative support to the wider Dynamo Healthcare Training team to support the effective delivery of training programmes.
* Assist different departments with documentation preparation, record keeping, and administrative coordination.
* Act as a key point of contact for administrative queries from learners, employers, and staff.
Staff Support and Coordination
* Provide guidance and support to administrative team members to ensure consistency of processes.
* Assist with onboarding and training of new administrative staff.
* Help ensure administrative tasks are prioritised effectively to meet organisational deadlines.
* Oversight of junior staff members.
Process Improvement and Systems Development
* Contribute to the continuous improvement of administrative systems and processes.
* Identify opportunities to improve efficiency, data accuracy, and compliance through improved processes.
* Support the implementation of new systems or procedures across the organisation.
Safeguarding, Equality and Professional Responsibilities
* Support the organisation’s commitment to safeguarding and promoting the welfare of learners.
* Ensure administrative processes reflect the organisation’s commitment to equality, diversity, and inclusion.
* Maintain confidentiality and ensure all learner and employer data is handled in accordance with GDPR and organisational policies.
* Participate in relevant training and continuous professional development.
Person Specification
* Experience in an administrative role within education, training, or apprenticeships.
* Experience working with MIS systems or learner management systems.
* Strong organisational and time management skills.
* Excellent attention to detail and ability to maintain accurate records.
* Strong communication skills with the ability to work effectively with internal and external stakeholders.
* Ability to manage multiple priorities and work to deadlines.
* Experience working within an apprenticeship training provider or further education environment.
* Knowledge of DfE apprenticeship funding rules.
* Experience supporting ILR data processes or compliance monitoring.
* Experience supporting audit or inspection preparation.
* Experience providing guidance or supervision to other administrative staff.
* Compliance awareness
* Data accuracy and attention to detail
* Organisational and time management skills
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