Data Coordinator

Data Coordinator

Role Objective

Support the Skills and Education team in meeting contractual and regulatory obligations relating to apprenticeships and early-careers programmes.
Own and maintain learner data-management processes, ensuring information is accurate, complete and submitted within required timescales.
Administer the Learner Management System and coordinate effectively with external training providers, awarding organisations and internal stakeholders.

Key Responsibilities

• Manage apprenticeship learner data and associated administrative processes for the UK early-careers programme.
• Maintain the Learner Management System and coordinate relationships, queries and improvement actions with external providers.
• Support compliance with Ofsted, Education and Skills Funding Agency and awarding-organisation requirements.
• Maintain current working knowledge of apprenticeship funding rules and the Apprenticeship Levy.
• Produce clear reports on learner and funding data and provide accurate information to internal and external stakeholders.
• Provide responsive administrative support to the wider Skills and Education team.

Tasks

• Design and produce regular and ad hoc reports covering learner, programme and funding data.
• Review, design and implement systems and processes that improve efficiency, data quality and visibility across the department.
• Prepare and submit monthly data amendments to the Data Management Support provider so Individualised Learner Records are accurate and funding can be received correctly.
• Support annual subcontracting processes by ensuring required documentation is current, accessible and aligned with the latest funding rules.
• Provide appropriate documentation and guidance to internal businesses, learners, colleges and training providers.
• Support the registration of learners with awarding organisations and the claiming of certificates.
• Monitor learner-data quality, investigate discrepancies and coordinate corrective actions with relevant stakeholders.
• Maintain organised records and clear audit trails for learner administration, funding and certification activities.
• Coordinate routine communications and actions with external providers and internal programme stakeholders.
• Complete additional administrative and data-coordination activities requested by the Skills and Education team.

Decision Authority / Responsibility

• Take day-to-day ownership of assigned learner data-management processes and maintain accurate records within agreed procedures.
• Coordinate system and process improvements within the scope of the role, involving relevant stakeholders where changes affect wider delivery.
• Safeguard the quality, completeness, confidentiality and traceability of learner and funding information.
• Escalate material data issues, missed deadlines, funding risks or compliance concerns to the appropriate team lead.

Qualifications and Experience

• Experience in data coordination, learner administration, education administration or another data-focused support role.
• Experience managing accurate records and working with structured data across multiple systems and stakeholders.
• Good working knowledge of IT systems; experience using a Learner Management System or comparable platform is advantageous.
• Knowledge of apprenticeship funding, the Apprenticeship Levy, Individualised Learner Records or Education and Skills Funding Agency requirements is advantageous.
• Strong reporting skills, with the ability to review data, identify discrepancies and present information clearly.
• Excellent communication skills and the confidence to work with learners, internal teams, colleges, providers and awarding organisations.
• Good presentation skills and the ability to explain processes and data requirements clearly.
• Excellent organisational and time-management skills, with close attention to detail and the ability to meet recurring deadlines.
• Proactive and improvement-focused, with the ability to review processes and recommend practical efficiencies.
• Able to work independently and contribute effectively as part of a virtual and cross-functional team.