We are Hiring: Recruitment & Apprenticeship Coordinator  

Recruitment & Apprenticeship Coordinator

Job Description

Creative Alliance are a small but growing team who believe passionately in making a difference to the lives of talented young people across the Midlands. The primary purpose of the company is to enable talented young people to get into learning, training and working in creative, digital and marketing roles. Our apprenticeship contract is the central core of the business. Any programme activity must directly link back to increasing the number of apprenticeships.

As Recruitment & Apprenticeship Coordinator, you will support all aspects of recruitment and apprenticeship programme administration.

This means you’ll be helping employers recruit apprentices and helping applicants successfully secure apprenticeship vacancies through providing high quality advice and guidance.

Salary                £22 000

Holidays            20 days + Bank Holidays

Statutory Pension scheme in operation: NEST is the scheme Creative Alliance use

Application by covering letter and CV to James Ellis: james@creativealliance.org.uk

Closing Date for Applications: 9.00am Monday 3rd June. Shortlisting will take place that afternoon and applicants informed on Tuesday 4th if they have been invited to interviews the next day.

Interviews will be held on June 5th

Recruitment Aspect of the Role:

Supporting the recruitment and selection of learners through ensuring that recruitment campaigns are proactive and reflect current best practice. The role will involve monitoring and maintaining ongoing relationships with apprentices, applicants and employers. You will be a significant player in ensuring that the company has an effective recruitment process in place to ensure our vacancies convert into new apprentice starts.

Purpose of the role:

  • Work with the Business Development & Recruitment teams in all areas of recruitment and to be aware and proactive with regards to recruitment timelines, employer demands and our business goals. This will include helping to draft apprentice job descriptions, advising employers on the knowledge, skills and behaviours they should expect applicants to have, provide advice and guidance to people applying for the roles and providing small group and 1:2:1 initial advice and guidance support to applicants.
  • Provide recruitment administration support within the office team for employers and applicants following our internal systems and processes.

Key results:

  • Support apprenticeship recruitment in all areas to ensure that an average of 12 new starts a month are being achieved from August 2019. This is the Key Performance Indicator for this role.
  • Provide clear, supportive and correct communications to employers, applicants and apprentices at all times.
  • Promote vacancies in a timely manner on a number of external websites and social media platforms.
  • Represent the company at events and talk to young people about creative, digital and marketing apprenticeships.


  • To keep accurate and up to date recruitment records, using excel and Salesforce software.
  • Proof read the content of job descriptions and then upload onto National Apprentice Service, Creative Alliance and other external sites.
  • Action any NAS ‘referrals’ in a timely manner so as to ensure swift recruitment.
  • Use online platforms to assist with promoting the positions.
  • Check applications on NAS for basic eligibility and then progress or decline. Liaise with the Business Development Manager regarding any uncertainties.
  • Communicate with employers regarding strong applicants and arrange interviews and follow ups between applicants and employers.
  • Support the Business Development & Recruitment Team with weekly screening sessions. This will include inviting candidates to attend, preparing for and attending the session. This are both small group and 1:2:1 advice and guidance sessions. Providing Initial Advice and Guidance is a critical aspect of this role.
  • Arrange interviews utilising numerous communication methods – phone, email, text messaging.
  • Inform successful / unsuccessful candidates in appropriate and supportive manners and invite unsuccessful candidates into further advice and guidance support.
  • Support the general administrative needs of the business as directed by the Business Development Manager.
  • Organise and attend learner facing events – some on evenings and weekends when necessary. There will be about 3 Saturday events a year when this is required.

Apprenticeship Programme Aspect of the Role:

Work with the Operations Manager in all areas of apprenticeship programme activity with regards to completing paperwork to meet apprenticeship timelines, responding to employer & learner demands and helping the company achieve our business goals. A broad range of administration duties will be required to help deliver the business of the organisation so that learners are progressed onto the programme following a robust recruitment process. You will play a significant role in ensuring that the systems and processes of the apprenticeship programme are accurately and efficiently followed.

Key results:

  • Learner Day 1 and Day 2 Training: ensuring that these sessions run smoothly and that all paperwork is completed.
  • Completing paperwork and updating learner files in an accurate and timely manner.
  • Supporting the monthly data review.
  • Processing certificate claims and reports.


  • Utilise Salesforce to send communications to learners and employers regarding the day one learner training day.
  • Create learner files and paperwork with learners for every Day 1 training day including sending out starter information via Salesforce.
  • Prepare and update systems and ensure that all paperwork is completed correctly.
  • Keep accurate and up to date records, using Salesforce and OneFile.
  • Keep accurate electronic and hard copy records of all learner information from initial enquiry through to completion and certification.
  • Support the organisation of Functional Skills sessions with the Functional Skills Tutor and the Operations Manager.
  • Arrange and book exams for functional skills. This includes liaising with Functional Skills exam boards to request any access arrangements and reasonable adjustments for learners with special educational needs.
  • Distribute exam results to learners, update various data systems to show progress and request examination feedback for individual learners when required.
  • Support the internal and external communications of the company. Preparing emails, letters and reports and answering the telephone and meeting clients and young people with a focus on providing excellent customer service.
  • Register Learners on OneFile.
  • Prepare contracts with employer information at the point of recruitment and work with the Operations Manager on getting them signed.
  • Organise for commitment statements to be signed prior to the induction day by learners and guardians where the learner is aged 16-18.
  • Maintain records and assist in audits and inspections

Skills Required

  • A team player with excellent communication skills.
  • Proven written communication skills – Grade C or above GCSE English and with the ability to write quickly and competently.
  • Excellent abilities to listen to and talk with a range of people so that they feel respected and valued even when the might by hearing unwelcome news.
  • Good organisational skills.
  • Ability to use social networking platforms.
  • Being flexible and creative when working to a recruitment brief.
  • Having a high attention to detail in all written communications.
  • Proactive and positive with a ‘can do’ attitude and the ability to multi-task.
  • Ability to use a range of IT skills software.
  • Ability to use PC or mac.
  • Someone who can work under pressure and rise to challenges.

Personal Qualities

  • Organised, articulate and enthusiastic.
  • Strong communication and interpersonal skills.
  • Good time keeping and punctual.
  • Professional in attitude and manner.
  • Determined to succeed.
  • Flexible to the needs of an ever-changing business.
  • Accountable; someone who is willing and able to ‘steer their own ship’ and make things happen.
  • Happy to work hard and work smart.
  • Someone who sees the benefit in going above and beyond what’s expected of them if it helps the greater good.
  • Positive outlook: someone who is solution focused.

Important Other Information   

  • On occasion, you may work with young people aged 18 and under and Creative Alliance operate a safer recruitment process. You will be expected to have or willing to obtain a DBS certificate and we will require references stating that the referee knows of no reason why you should not work with young people.
  • A DBS check and certificate will be required, the cost will be met by Creative Alliance.
  • Compliance with the Data Protection Act.
  • Willingness to undertake professional development suited to the post including Health & Safety as all duties and responsibilities must be carried out with due regard to our Safeguarding and Equality and Diversity Policies.
  • To participate in the staff review process in accordance with direction from Creative Alliance.