Overview
As the Apprenticeship Compliance Officer you will be involved in ensuring the quality and compliance of our apprenticeships programmes are met and is to a high standard. This includes ensuring applicants meet the entry criteria, leading on the apprentice recruitment process and ensuring Department for Education (DfE) compliance is met throughout the apprenticeship cycle.
The purpose of this role is to demonstrate and apply knowledge and understanding of the rules and regulations of the Department for Education, Ofsted, Professional Bodies and relevant university policies and procedures in relation to the apprenticeship provision. The post-holder will need to maintain systems and processes to ensure the university’s compliance with these regulations.
You will have substantial previous administrative experience, ideally working within an education environment with apprenticeship provision. You will have excellent communication and customer service skills, along with the ability to act with discretion and diplomacy to deal with confidential queries/material.
Main duties and responsibilities
To develop and maintain systems and processes that will enable the university to evidence apprenticeship compliance with regards to the requirements of bodies such as the Department for Education - Funding Rules, Ofsted and relevant university policies.
Undertake apprentice admissions, ensuring all pre-course documentation is completed prior to offers being made. Attending employer interviews and recruitment events which may be offsite as required.
Coordinate the compliance of mandatory DfE recruitment and on-boarding paperwork, working alongside the Central Apprenticeship Hub, and organising and overseeing the pre-course induction and first day of learning activities.
Carry out detailed initial assessment of the starting points of the apprentices and create accurate group profiles.
Update and maintain manual and electronic records of apprentices using centralised and local systems and ensure all paperwork relating to apprenticeships is completed to a high quality and input timely.
Contribute to the School’s apprenticeship governance reporting through timely and accurate quality data, presenting data at meetings as required and supporting internal and external inspections (OFSTED) and audits (DfE).
Monitor Apprentice Off the Job Hours and Tripartite reviews ensuring they are being carried out on a regular basis in compliance to DfE standards, escalating non compliance to the Apprenticeships Team Leader, Apprenticeships Operations Manager and/or Programme Leads.
Attend and support recruitment activities and events (which might be outside of Sheffield) for apprenticeship programmes.
Monitor attendance of Apprentices, recording it accurately and timely and informing any none attendance in real time to the apprentices employer.
Provide advice and guidance on the professional requirements of apprentice programmes to the programme teams, apprentices and communicate with partner organisations on the apprentices lifecycle activities.
Coordinate and send out quarterly apprenticeship newsletter to partners and ensure social media channels are kept up to date with accurate information.
Organise and service meetings and compliance reports as required, producing timely minutes and follow up action.
Work on your own initiative, flexibly and have the ability to recognise when to refer matters to senior colleagues.
Build and engage with local and University networks, for example the Central Apprenticeship Hub to ensure up to date knowledge of internal policy and procedures.
Support colleagues in the wider team to ensure that the School is able to deliver the full remit of its responsibilities in a timely and effective manner
Carry out other duties, commensurate with the grade and remit of the post
Person Specification (aim for 8-10 criteria - max 12)
Our diverse community of staff and students recognises the unique abilities, backgrounds, and beliefs of all. We foster a culture where everyone feels they belong and are respected. Even if your past experience doesn't match perfectly with this role's criteria, your contribution is valuable, and we encourage you to apply. Please ensure that you reference the application criteria in the application statement when you apply.
Essential criteria
Educated to A Level standard (or equivalent experience) - application
Proven IT skills, with experience of working with Microsoft packages, Google packages, email and the internet - application and interview
Ability to communicate effectively with staff, apprentices and employers in person and in writing - application and interview
Experience of providing and maintaining information with a high degree of accuracy and attention to detail - application and interview
Ability to manage own workload in consultation with appropriate colleagues, prioritising as required to meet planned deadlines as well as unscheduled tasks - application and interview
Ability to work on own initiative, recognising when to refer matters to senior colleagues - application and interview
Ability to analyse and solve problems with an appreciation of longer term implications - application and interview
Excellent interpersonal and customer service skills with experience of responding efficiently and effectively to queries. - application and interview
Ability to present information and data in a clear and concise manner at internal and external stakeholder meetings - application and interview
Able to work flexibly, adapting to schedule changes due to team schedules or audit and inspection requirements, which may occur at short notice. - application and interview
Experience of Apprenticeship Compliance and Funding Rules - application and interview
Desirable criteria (max 2)
Further Information
Grade: 5
Line manager: Apprenticeship Team Leader
Direct reports: na
For informal enquiries about this job contact
Danielle Walker, Team Leader at danielle.walker @sheffield.ac.uk
Next steps in the recruitment process
It is anticipated that the selection process will take place on 23 January 2026. This will consist of an interview and intray activity. We plan to let candidates know if they have progressed to the selection stage on the week commencing 5 January 2026. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Caroline Potts (c.e.potts@sheffield.ac.uk).
Our vision and strategic plan
We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision ().
What we offer
A minimum of 38days annual leave including bank holiday and closure days (pro rata) with the ability to purchase more.
Flexible working opportunities, including hybrid working for some roles.
Generous pension scheme.
A wide range of discounts and rewards on shopping, eating out and travel.
A variety of staff networks, providing opportunities for social interaction, peer support and personal development (for example, Race Equality, LGBT+, Women’s and Parent’s networks).
Recognition Awards to reward staff who go above and beyond in their role.
A commitment to your development access to learning and mentoring schemes; integrated with our Professional Services Shared Skills Framework
A range of generous family-friendly policies
paid time off for parenting and caring emergencies
support for those going through the menopause
paid time off and support for fertility treatment
and more
We are a Disability Confident Employer. If you have a disability and meet the essential criteria for this job you will be invited to take part in the next stage of the selection process.
