Claims and Compliance Officer

About this role

JOB DESCRIPTION

AKG UK Company

AKG UK Shared Services

Position Title

Claims and Compliance Administrator

Role Status

F/T

Delegated Authority Level

8

Reports To

Claims & Compliance Manager

Roles Reporting to this Position

None

Primary Purpose and Objectives

The Claims & Compliance Administrator provides operational and administrative support to the Claims & Compliance function, ensuring that funding claims, compliance activity, evidence management and regulatory documentation are accurately coordinated, maintained and monitored across the AKG UK Group.

The role supports the effective administration of compliance, funding and certification processes across government funded employment programmes, apprenticeships, accredited and non-accredited provision. The postholder assists in maintaining robust audit trails, accurate records and compliant documentation to support contractual, regulatory, funding and awarding organisation requirements.

Working closely with operational teams, shared services and compliance colleagues, the role contributes to the integrity, accuracy and consistency of claims, compliance and certification activity across all businesses and contracts.

Key Relationships/Interactions

Internal

• Claims & Compliance Manager
• Operational Delivery Teams
• Head of Assurance & Fidelity
• Head of Quality
• Audit Team
• Shared Services

External

• Commissioners and funding bodies
• Awarding Organisations and external auditors
• Employers, partners and stakeholders

Key Responsibilities

• Claims and Compliance Administration
• Support the administration and coordination of funding claims, compliance checks and evidence management activity across multiple contracts and programmes.
• Maintain accurate and auditable records relating to claims, submissions, compliance reviews and funding evidence.
• Assist in preparing documentation and evidence for internal reviews, external audits and commissioner assurance activity.
• Support the tracking and monitoring of funding submissions, claims activity and compliance deadlines.
• Ensure compliance records and documentation are securely maintained and appropriately controlled.
• Coordinate learner registrations with awarding organisations in line with programme, qualification and contractual requirements.
• Process qualification and certification claims accurately and within required timescales.
• Maintain accurate records of registrations, achievements, certification claims and certificate issue status.
• Liaise with awarding organisations regarding registrations, certification queries, amendments and replacement certificates where required.
• Support reconciliation activities to ensure learner registrations, achievements and certificates are accurately recorded and auditable
• Evidence Management and Validation
• Assist in collecting, collating and validating evidence required to support funding claims and compliance requirements.
• Support checks on learner, participant and programme documentation to ensure completeness and compliance.
• Escalate missing, inconsistent or potentially non-compliant documentation appropriately.
• Maintain organised audit trails and evidence repositories in line with organisational and contractual requirements.
• Support document control and version management processes relating to compliance activity.
• Compliance Monitoring and Reporting
• Maintain compliance trackers, action logs and monitoring records.
• Support the preparation of compliance reports, summaries and management information.
• Assist in identifying recurring issues, trends and areas requiring escalation.
• Monitor completion of corrective actions arising from compliance reviews and audits.
• Support the coordination of compliance related meetings and governance activity where required.
• Awarding Organisation Administration and Certification
• Administer learner registrations, transfers, withdrawals and achievement claims with awarding organisations.
• Ensure qualification registrations and certification claims are completed accurately and within awarding organisation deadlines.
• Maintain effective controls and audit trails relating to registrations, certifications and learner achievements.
• Monitor outstanding registrations, certification claims and certificate receipt, ensuring issues are resolved promptly.
• Support external quality assurance activity by maintaining accurate and accessible qualification and certification records.
• Act as a point of contact for operational teams and awarding organisations regarding registration and certification processes.
• Regulatory and Audit Support
• Support readiness for audits, inspections and external compliance reviews.
• Assist with the preparation and collation of documentation required for DfE, DWP, commissioner or awarding organisation reviews.
• Ensure compliance processes align to organisational policies, procedures and regulatory requirements.
• Work collaboratively with operational teams to support accurate and compliant record keeping practices.
• Continuous Improvement and Team Support
• Contribute to the continuous improvement of claims administration and compliance processes.
• Promote high standards of accuracy, professionalism and attention to detail.
• Support collaborative working across operational, compliance and quality functions.
• Maintain up to date knowledge of relevant funding, certification and compliance requirements applicable to the role.

Essential/Desirable Skills, Knowledge and Experience

Essential

• Experience in an administrative, compliance, funding or operational support role.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and accuracy.
• Experience maintaining records, audit trails, trackers and operational documentation.
• Experience administering registrations, certifications or learner records within an awarding organisation, apprenticeship or regulated learning environment.
• Strong communication and stakeholder management skills.
• Ability to handle confidential and sensitive information appropriately.
• Good working knowledge of Microsoft Office and data management systems.
• Ability to work independently and collaboratively within a fast-paced environment.
• Professional, reliable and highly organised approach to work.

Desirable

• Experience working within apprenticeships, employability, education or government funded provision.
• Understanding of funding evidence, compliance or claims administration processes.
• Knowledge of DfE, DWP or other commissioner funding environments.
• Experience supporting audits, funding reviews or compliance activity.
• Experience working directly with awarding organisation registration and certification systems.
• Knowledge of qualification administration, certification processes and external quality assurance requirements.

Inclusive Recruitment and Accessibility

AKG UK is committed to creating an inclusive and accessible recruitment process. We welcome applications from candidates with a range of backgrounds, experiences and working styles. Candidates are encouraged to let us know if they require any reasonable adjustments during the recruitment process.

Applicants do not need to meet every desirable criterion to apply; we are interested in relevant skills, potential and values alignment as well as direct experience.

Compliance

• It is the responsibility of all staff to abide by organisational policies to ensure compliance with relevant standards e.g. ISO 27001 (Information Security), ISO 9001 (Quality) and ISO 14001 (Environmental) as well as adhering to statutory duties in relation to safeguarding, Prevent and health and safety.

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