MIS & Compliance Administrator

Key Details

Hours: 37.5 hours per week
Team: MIS & Admin
Working Pattern: 08:30 – 16:30 Monday to Friday
Location: Based at our Plymouth Office / Hybrid
Contract: Full-Time, Permanent
Salary: £25,500 – £28,750 FTE
Reporting to: Finance & MIS Manager
Start Date: ASAP

Job description:

We are looking for an organised, proactive and detail oriented MIS Administrator to join our busy MIS team at Focus Training. This is an important role supporting the accurate management of learner information, apprenticeship enrolments, achievements and funding documentation, ensuring our records remain compliant with Department for Education (DfE) funding requirements.Working closely with colleagues across the business, you will help maintain high standards of data accuracy, meet key deadlines and ensure administrative processes run efficiently.We are looking for someone who takes ownership of their work, demonstrates initiative and has a genuine willingness to support others. Previous MIS experience would be beneficial, but the right attitude, attention to detail and willingness to learn are equally important.

Key Duties and Responsibilities

1. Learner Administration and Data Management

  • Process learner enrolments, new starts, withdrawals, changes in circumstances, completions and achievements accurately and within required timescales.
  • Maintain accurate and up to date learner and employer records within the MIS system.
  • Ensure enrolment paperwork and supporting evidence are received, checked and processed promptly.
  • Monitor outstanding learner documentation and follow up with relevant staff to resolve missing or incomplete information.
  • Maintain accurate records of learner and employer communications where required.
  • Maintain organised electronic filing systems, ensuring information is readily accessible when required.

2. Funding Compliance and MIS

  • Ensure learner records and supporting evidence meet relevant apprenticeship funding rules and organisational compliance requirements.
  • Support the preparation and accuracy of monthly Individualised Learner Record (ILR) submissions.
  • Identify, investigate and correct data discrepancies, missing information and potential funding errors.
  • Maintain and update Off-the-Job (OTJ) training records and monitoring spreadsheets.
  • Assist with monthly data validation checks, funding reconciliations and outstanding paperwork reports.
  • Support internal audits, external funding assurance reviews and compliance checks.
  • Work closely with the wider MIS team to ensure learner data is processed accurately and within required deadlines.
  • Contribute to improvements in administrative processes, data quality and compliance procedures.

3. General Administration and Operational Support

  • Respond promptly and professionally to enquiries from colleagues, learners and employers.
  • Provide administrative support to curriculum teams, assessors and other departments when required.
  • Assist with reception duties, telephone cover and examination invigilation where necessary.
  • Maintain accurate and confidential records in accordance with data protection requirements.
  • Support colleagues during peak operational periods, particularly around enrolments, monthly returns and learner achievements.
  • Undertake other reasonable administrative duties appropriate to the role as directed by the line manager.

Knowledge, Skills and Experience

Essential

  • Good standard of education, including GCSE English and Maths or equivalent.
  • Strong organisational and administrative skills.
  • Excellent attention to detail and a high level of accuracy.
  • Good IT skills, including Microsoft Office, particularly Excel and Word.
  • Ability to prioritise workloads, manage competing demands and meet deadlines.
  • Strong written and verbal communication skills.
  • Ability to work independently while contributing effectively to a team.
  • Confidence working with data, records and administrative systems.
  • Understanding of confidentiality and the importance of handling sensitive information appropriately.
  • Willingness to learn new systems, processes and funding requirements.

Desirable

  • Previous experience working in an administrative or MIS role within education, training or apprenticeships.
  • Experience using learner management systems or Management Information Systems (MIS).
  • Understanding of apprenticeship funding rules and Individualised Learner Record (ILR) requirements.
  • Experience processing learner enrolments, achievements or funding documentation.
  • Knowledge of Off-the-Job training requirements and apprenticeship compliance.
  • Experience supporting data quality checks, audits or funding returns.

Attitude, Behaviours and Values

At Focus Training, we believe the right attitude is just as important as the right experience.We want people who take pride in their work, support those around them and are committed to doing their best. The successful candidate will be expected to demonstrate the following behaviours:

  • Positive and professional attitude: Approaches responsibilities with enthusiasm, respect and a constructive mindset, contributing positively to the working environment.
  • Ownership and accountability: Takes responsibility for their workload, follows tasks through to completion and maintains high standards without requiring constant supervision.
  • Reliability and commitment: Demonstrates good timekeeping, dependable attendance and a consistent approach to delivering work on time.
  • Initiative and problem-solving: Proactively identifies tasks that need attention, recognises potential issues and takes appropriate steps to resolve them.
  • Teamwork and collaboration: Works collaboratively, supports colleagues during busy periods and understands the importance of shared responsibilities.
  • Flexibility and adaptability: Responds positively to changing priorities, operational pressures and new ways of working.
  • Communication and transparency: Communicates clearly and respectfully, raises concerns at an early stage and contributes constructively to finding solutions.
  • Willingness to learn and improve: Welcomes feedback, embraces training opportunities and actively seeks to develop knowledge and skills.
  • Attention to quality: Takes pride in producing accurate, complete and high-quality work, recognising the importance of getting things right first time.
  • Resilience and professionalism: Remains calm, organised and solution-focused when managing competing priorities or working to tight deadlines.

We particularly value individuals who are willing to go beyond simply completing assigned tasks, actively looking for opportunities to support their colleagues and improve the way we work.

General Responsibilities

All employees are expected to:

  • Uphold the professional standards, values and reputation of Focus Training.
  • Comply with company policies and procedures, including safeguarding, data protection, equality, diversity and health and safety.
  • Maintain confidentiality when handling learner, employer, staff and organisational information.
  • Participate in relevant training, development and performance review activities.
  • Contribute to a positive, respectful and supportive working environment.
  • Demonstrate flexibility in supporting the wider organisation where reasonably required.
  • Undertake any other reasonable duties as needed for the business

Employee Benefits

  • 26 days leave exclusive of Bank holidays
  • Christmas closure
  • Company pension scheme
  • Free on-site parking
  • Company sick pay
  • Training and development opportunities
  • Life insurance
  • Cycle to work scheme

Experience:

  • Microsoft Excel: 3 years (preferred)

Location:

  • Plymouth PL6 8LH (preferred)

Work Location: In person

Apply now