Administration Manager

Job Summary
We are seeking a highly organised and proactive Administration Manager to oversee daily office operations and ensure smooth administrative functions. The ideal candidate will possess excellent communication skills, strong organisational abilities, and proficiency in various Microsoft Office applications. This role offers an opportunity to lead administrative activities within a dynamic environment, supporting both internal teams and external clients. The Administration Manager is responsible for leading the day-to-day operations of the Administration Department, ensuring that all learner, employer, and compliance processes are accurate, timely, and meet DfE, Ofsted, and audit standards.
They will drive continuous improvement across systems, data accuracy, and service delivery while maintaining strong communication with internal and external stakeholders.
The role supports the CAO in ensuring administrative efficiency and operational excellence across all contracts and funding streams.

Standard Responsibilities for all positions in GLP Training:

· Always portray a positive image of GLP to our learners and clients

· Take appropriate responsibilities to ensure the health and safety of self and others

· Pursue the integration of equal opportunities throughout all activities

· Undertake any other tasks and responsibilities appropriate to the level of this post

· Comply with all GLP Training policies and procedures

· GLP Training is committed to safeguarding and promoting the welfare of children, young people and adults at risk and expects all colleagues to share this commitment.

· Participate in any colleague review/performance management processes involving the identifying and meeting training needs for self and others

Leadership & Team Management

· Lead and motivate their direct reports to deliver high-quality service across enrolments, compliance, data, and learner lifecycle management.

· Provide coaching, mentoring, and professional development to staff, ensuring capability and consistency across the team.

· Manage performance reviews, 1:1s, and resource planning to meet business priorities.

· Take a proactive, “roll-your-sleeves-up” approach — supporting operational tasks directly during busy periods or peak demand times.

Departmental Operations

· Oversee all administrative processes for enrolments, compliance checks, ILR data, breaks in learning, withdrawals and employer transfers

· Ensure all processes align with DfE funding rules, GLP Training policy, and audit readiness.

· Maintain oversight of cohort creation and approval on the Digital Apprenticeship Service (DAS).

· Ensure 100 % data accuracy across Bud, Salesforce, and all associated systems.

· Monitor workflow efficiency and lead on continuous improvement of department procedures.

Facilities & External Contractor Management

· Oversee the administration of soft and hard FM services, including contractors responsible for cleaning, maintenance, and building compliance.

· Ensure all facilities management contracts are reviewed, renewed, and monitored for performance and value.

· Maintain accurate records of safety inspections, insurance, and compliance documentation related to site operations.

· Act as the main liaison for external FM providers, ensuring service quality and minimal disruption to daily operations.

Compliance & Audit

· Lead on internal compliance reviews and support DfE mock audits or external inspections.

· Ensure compliance with funding rules and administrative audit trails across all learner types (Apprenticeships, Skills Bootcamps, Commercial).

· Work closely with Finance to resolve ILR and DSAT errors.

· Produce accurate reports and dashboards for SMT and external stakeholders.

· Prepare for the annual mock DfE audit and coordinate the department’s evidence readiness.

Systems & Data Quality

· Act as system support for Bud, Salesforce, and associated administration platforms.

· Work with system providers to test and implement workflow improvements.

· Support integration projects to align data and reduce manual duplication.

· Monitor departmental KPIs, accuracy rates, and system utilisation, reporting monthly to the CAO.

Strategic Engagement & Sector Awareness

· Attend sector conferences, webinars, and network meetings to stay informed of funding changes, DfE policy updates, and best practice in data compliance.

· Share key insights and sector intelligence with the SMT and CAO to inform strategic decision-making.

· Liaise with system providers and professional networks to enhance departmental foresight and responsiveness to regulatory change.

Cross-Departmental Collaboration

· Work collaboratively with Operations, Quality, and EPA teams to ensure data integrity and shared accountability for learner outcomes.

· Contribute to business improvement initiatives, quality reviews, and the Self-Assessment Report (SAR).

· Participate in QIP (Quality Improvement Plan) reviews and provide administrative insight and metrics for improvement tracking.

General Responsibilities

· Adhere to all GLP Training policies, procedures, and safeguarding requirements.

· Ensure confidentiality and GDPR compliance at all times.

· Promote GLP Training’s values of Community, Leadership, Excellence, Aspiration, and Results (CLEAR) in daily practice.

· Maintain professionalism, accuracy, and accountability in all communications and documentation.

· Ensure health, safety, and wellbeing standards are maintained in the workplace.

Person Specification

Essential:

· Proven experience managing administrative or compliance teams within education or apprenticeships.

· Strong knowledge of DfE funding rules, ILR processes, and audit preparation.

· Excellent communication, organisation, and leadership skills.

· Hands-on management style and willingness to assist operationally.

· Competent in Bud, Salesforce, and Microsoft Office applications (or similar systems such as PICS)

Desirable:

· Experience preparing for Ofsted or DfE audits.

· Experience with system integrations or workflow automation.

· Familiarity with Skills Bootcamps or commercial training compliance.

· Commitment to professional development and sector engagement.

· Experience working with or managing external FM contractors

Job Type: Full-time

Pay: £31,000.00-£36,000.00 per year

Benefits:

• Additional leave
• Company events
• Company pension
• Flexitime
• On-site parking
• Private medical insurance

Work Location: In person