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The Role:

The Data & Compliance Officer is responsible for supporting accurate, timely and audit-ready learner records across all areas of Total Training Provision. The postholder will complete compliance checks and process learner starts, achievements and on-programme paperwork, ensuring evidence is complete, accurate and stored correctly in line with funding, contract, awarding body and internal requirements.

This role is central to protecting funding, reducing audit risk and supporting a strong learner journey. The postholder will work closely with delivery, quality, MIS and management colleagues to identify gaps, record issues and escalate missing or incorrect evidence through the agreed process.

Why Total Training Provision?

At Total Training Provision, we believe education should empower people, strengthen organisations, and change lives. Our work is driven by our values of Accountability, Excellence, Trust, Service, Gratitude, Innovation, and Collaboration, and these values shape how we support our learners — and our people.

You’ll join a supportive, ambitious organisation where quality matters, innovation is encouraged, and your expertise is genuinely valued. We invest in our staff, trust you to do your job well, and give you the autonomy to make a real difference every day.

If you’re passionate about leadership development and want to work somewhere that combines high standards with a strong people-first culture, this is the role for you.

Key Responsibilities:

Learner Starts and Enrolment Compliance:

Check and process learner start paperwork across all provision, ensuring mandatory evidence is complete before learners are processed for funding, contract or internal reporting purposes.
Review enrolment and eligibility documentation, including learner declarations, evidence of identity, prior attainment, residency, funding eligibility, employer information where applicable, and programme-specific requirements.
Accurately input and maintain learner data on learner management, MIS, e-portfolio and associated systems used by the organisation.
Identify missing, incomplete or inconsistent information at the earliest opportunity and escalate through the agreed compliance process.
Maintain clear records of start checks, queries, approvals and outstanding actions.

On-Programme Paperwork and Evidence Compliance:

Complete compliance checks on on-programme learner paperwork and evidence in line with internal quality and compliance requirements.
Check documents such as progress reviews, learning plans, change of circumstance records, attendance evidence, support evidence, employer documentation and other provision-specific records where applicable.
Ensure learner records remain complete and audit-ready throughout the learner journey, not only at start and achievement point.
Record compliance findings accurately and ensure actions are clear, traceable and followed through.
Escalate recurring issues, missing evidence, quality concerns or delays to the Data and Compliance Manager in a timely and professional manner.

Achievements, Completions and Claims:

Check and process achievement and completion paperwork across all provision, ensuring all required evidence is in place before claims are processed or records are closed.
Verify achievement evidence, completion documentation, certificates, results, destination or progression evidence and other contract-specific documents where required.
Support the timely and accurate processing of claims, outputs, outcomes and achievement records.
Ensure learner records are closed, archived and stored securely in line with internal processes and data protection requirements.
Work with relevant colleagues to resolve missing or incorrect information that may delay achievement processing or funding claims.

Data Accuracy, Reporting and Systems:

Maintain accurate learner data across organisational systems, ensuring information is consistent, complete and up to date.
Support data quality checks, exception reporting and reconciliations to identify errors, omissions and potential funding risks.
Provide accurate updates to managers and colleagues on outstanding compliance actions, learner paperwork, starts, achievements and audit readiness.
Support the production of management information, trackers and reports as required by the Data and Compliance Manager.
Work flexibly with systems and processes as the organisation continues to improve and transition to new ways of working.

Audit, Funding and Contract Compliance:

Support internal and external audit preparation by ensuring learner files, evidence and trackers are accurate, accessible and up to date.
Apply internal compliance guidance and funding evidence requirements consistently across all provision.
Contribute to continuous improvement by identifying trends, recurring errors and opportunities to improve forms, processes and ways of working.
Maintain confidentiality and comply with GDPR, data protection, safeguarding and organisational policies at all times.
Support corrective actions following audit, compliance reviews or management checks.

Communication and Escalation:

Communicate professionally and constructively with Skills Coaches, Tutors, Managers, Quality, MIS and Business Services colleagues.
Escalate missing, inaccurate or late paperwork through the agreed process rather than allowing issues to remain unresolved.
Provide clear feedback on compliance errors so that colleagues understand what needs to be corrected and why.
Maintain a supportive, solutions-focused approach while ensuring compliance standards are not compromised.

Team and Wider Business Support:

Support the wider Data and Compliance team during peak periods, submission deadlines, audits and contract close-down activity.
Contribute to general administration linked to learner records and compliance processes where required.
Support wider office or business administration only where needed and where this does not detract from core learner compliance responsibilities.
Undertake any other reasonable duties requested by management that are aligned to the purpose and level of the role.

Equal Opportunities & Safer Recruitment:

At Total Training Provision, our values of Accountability, Excellence, Trust, Service, Gratitude, Innovation, and Collaboration underpin our commitment to equality, diversity, and inclusion.

We are dedicated to providing a fair, inclusive, and supportive working environment where everyone is treated with dignity and respect and has the opportunity to succeed. We welcome applications from individuals of all backgrounds and make all recruitment, selection, and progression decisions based on merit, skills, experience, and potential.

Total Training Provision is committed to safer recruitment practices. This role involves working with children, young people, and vulnerable adults and is therefore subject to a full enhanced DBS check, which must be clear and will be carried out as part of the recruitment and onboarding process. Employment is conditional upon satisfactory checks and references.

We actively promote a culture where safeguarding, equality, and professional conduct are everyone’s responsibility.

Safeguarding & Inclusion:

Total Training Provision is committed to safeguarding and promoting the welfare of children and vulnerable adults. An enhanced DBS check will be required. We are proud to be an inclusive employer, committed to creating a workplace where everyone is treated with dignity, respect, and fairness.

Total Rewards:

Total Leave - All staff benefit from 25 days annual leave + extra Christmas shopping day + extra day for Birthday + 8 Bank Holidays = Total 35 Days.
2 Years’ Service - Staff who have passed 2 years’ service get an additional 2 days leave.
5 Years’ Service - Staff who have passed 5 years’ service get an additional 2 days leave.
10 Years’ Service - Staff who have passed 10 years’ service get an additional 2 days leave.
Work Anniversary - Vouchers for colleagues who reach a work anniversary, £10 for every year reached.
Total Health - Staff will have access to the Westfield Health Plan once they have successfully passed their probation & Health Assured from Day 1.
Early Friday Finish - On the 2nd Friday of every month, staff benefit from a 3pm finish.
Bright Exchange - Extra discounts and offers through Bright.
Dress Down Fridays - Every Friday, staff do not need to wear formal work clothes.
Buy & Sell - Buy up to 5 days annual leave and sell up to 3.

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