Onboarding Coordinator

The Onboarding Coordinator sits within the Operations Team and plays a key role in ensuring a positive onboarding experience for learners and clients. The successful candidate will support the delivery of efficient, compliant and process-driven learner onboarding activities, helping to maximise apprenticeship starts and maintain high levels of client satisfaction.

This role requires excellent organisational skills, strong attention to detail and the ability to manage multiple tasks simultaneously. The Onboarding Coordinator will work closely with colleagues across Client Success, Compliance and Operations to ensure all learners are onboarded accurately and in line with current DfE Funding Rules.

Key Responsibilities

Coordinate and support the end-to-end learner onboarding process, ensuring all onboarding activities are completed accurately and within agreed timescales.

Complete process-driven onboarding tasks, maintaining accurate learner records, documentation and system updates throughout the onboarding journey.

Track and monitor upcoming apprenticeship start dates, learner volumes and onboarding progress to support the achievement of monthly start targets.

Liaise with learners, employers and internal teams to ensure all onboarding requirements are completed and any issues are resolved promptly.

Work collaboratively with the Client Success Team to support client queries relating to learner onboarding.

Monitor work-in-progress activities and proactively follow up on outstanding documentation and onboarding requirements to support timely learner starts.

Update clients on apprentice onboarding progress, upcoming starts and learners approaching programme completion and highlighting any required actions.

Maintain Apprenticeship Service Account records, ensuring apprentices are correctly uploaded and funding requirements are met.

Work closely with the Compliance Team to ensure all onboarding documentation is complete, accurate and compliant with DfE Funding Rules and internal policies.

Prepare internal communications and updates regarding onboarding progress, apprentice approvals, upcoming starts and operational activity.

Identify opportunities for continuous improvement within onboarding processes, systems and client experience.

Complete all mandatory training and Continuing Professional Development (CPD) activities in a timely manner and actively seek opportunities for personal development.

Skills, Knowledge & Expertise

Experience or understanding of Learning & Development, ideally within a FE & Skills provider, with experience and knowledge of the English Apprenticeship Levy

Experience of Onboarding learners to Apprenticeship programmes in line with DfE Funding Rules

Understanding of vocational qualifications including Apprenticeships and Functional Skills

Experience of working within a regulatory environment

Experience of working positively both within a team and independently

Experience of working remotely and self-motivating time management

Experience working with databases/platforms (Desirable – experience of using Aptem)

Good analytical abilities and able to be decisive

An ability to analyse a situation with employers or Apprentices and adapt the communication accordingly, to offer appropriate information, advice, support and guidance

Excellent written, verbal and presentation skills, with confidence to deal with senior stakeholders

Excellent IT skills, including all Microsoft office packages

Ability to maintain discretion and confidentiality at all times

Experience of working in client facing environments or high internal customer care departments with a positive service approach

Self-motivated, process-driven, organised with strong attention to detail and ability to manage own workload and meet deadlines

* An understanding of Insurance and Financial Service industry including clients and professional bodies (Desirable)