We’re Hiring: Apprenticeships Support Administrator!

We are currently on the lookout for an Apprenticeships Support Administrator to join our team at Cloudstaff, the #1 workplace everywhere!

Role: Apprenticeships Support Administrator

Work Arrangement: Work From Home

Location: Any CS Branch - Angeles, Mabalacat, Makati, Ortigas, Tarlac, Cebu, Davao

Schedule: Morning Shift

Job Description:

• The Apprenticeships Administrator provides critical back-office and administrative support to the Apprenticeships Manager and Mentors.
• This role ensures compliance documentation is completed accurately and on time, clients and apprentices are set up correctly in the system, and day-to-day administrative tasks are managed efficiently.
• The role is essential in freeing up the Apprenticeships team to focus on client and apprentice engagement while maintaining compliance and operational excellence.

Key Responsibilities

• Provide administrative support to the Apprenticeships Manager and Mentors.
• Ensure compliance paperwork is completed accurately and on time.
• Maintain accurate apprentice and client records across systems.
• Prepare and deliver reports to support team and client requirements.
• Coordinate training schedules and support communication across teams.
• Monitor team inboxes and action correspondence promptly.
• Contribute to special projects and process improvements when required.

Key Competencies of Role:

• Communication
• Draft clear and professional proposals, mentoring documents, and transfer requests.
• Communicate updates to team members and mentors regarding apprentice and client details.
• Manage inbox queries, ensuring all emails are actioned quickly and accurately.
• Manage incoming calls, including checking and responding to voicemail messages.
• Monitor and manage inboxes (Add Staff inbox, Recruitment inbox, and Managing Director) to ensure timely follow-up.
• Interpersonal Relationships/Teamwork
• Build positive working relationships with mentors and the Apprenticeships Manager.
• Contribute to a collaborative, respectful team culture even in a remote context.
• Planning & Organising
• Add TAFE training schedules into mentors’ Outlook calendars and record training in the Hub.
• Manage competing priorities, ensuring compliance paperwork and reports meet deadlines.
• Maintain structured filing and database processes for easy retrieval of records.
• Client Engagement and Relationship Management
• Draft professional client proposals and terms of business.
• Prepare client-ready CVs for presentation to employers.
• Distribute toolbox talk updates to Active Resourcing candidates
•  Contribute to toolbox talk content to support client and candidate engagement.
• Apprenticeship Engagement
• Apply logical thinking to troubleshoot system or reporting errors.
• Safety Management
• Support mentors by accurately preparing and storing safetyrelated compliance documents.
• Ensure safety training and records are logged and accessible in the system.
• Sales And Marketing
•  Provide administrative support for recruitment proposals and marketing activities.
• Systems and Processes
• Maintain accurate data entry across Apprenticeship Hub, Vincere, and other systems.

Skills and Qualifications:

• Minimum 2 years’ administrative experience, ideally in compliance, recruitment, or education sector.
• Strong computer literacy, including database management and MS Office / Google Workspace.
• High attention to detail and accuracy in data entry.
• Ability to work independently in a remote environment.
• Excellent organisational and time management skills.
• Strong English written and verbal communication skills.
• Previous experience in Australian vocational education, recruitment, or apprenticeships (desirable but not essential).

Non-negotiable skills & requirements:

• Minimum 2 years’ administrative experience, ideally in compliance, recruitment, or education sector.
• Strong computer literacy, including database management and MS Office / Google Workspace.
• High attention to detail and accuracy in data entry.