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 [email protected]
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.
Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.
For nationally advertised role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map. All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity).
For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.
MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.
All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.
Flexible working hours
The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.
Benefits
The MoJ offers a range of benefits:
Annual Leave
Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.
There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.
Pension
The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
Training
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
Networks
The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.
Support
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
- For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order
- To Transformative Business Services (0345 241 5359 (Monday to Friday 8am - 6pm) or e mail [email protected]);
- To Ministry of Justice Resourcing team ([email protected]);
- To the Civil Service Commission (details available here)
As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.
You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.
Diversity & Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.
A Great Place to Work for Veterans
The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans
Redeployment Interview Scheme
Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.
MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.
Civil Service Nationality Rules
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) https://www.gov.uk/settled-status-eu-citizens-families
- 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) https://www.gov.uk/government/publications/nationality-rules
Reserve list
A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.
MoJ:
If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail [email protected]
Please quote the job reference 24141
HMPPS
If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail [email protected]
Please quote the job reference
