Document Control , Business Administration Level 3 Apprentice

Summary

We have an exciting opportunity for a Assistant Document Controller Administrator Apprentice to join our team at Guildmore! You will be responsible for supporting the document control manager.

Wage: £18,000 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday, between 09:00-17:00. ( 2 days based on site)
30 hours a week
Possible start date: Monday 21 April
Duration: 1 year 6 months
Positions available: 1

Work

As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

What you’ll do at work

Duties and responsibilities will include:

To support the Document Control Manager (DCM) as and when required
Assist with the management of Document Management Process across all sites and teams
Carry out administrative tasks assigned by the DCM promptly and accurately
Assist with monitoring the Document Control and Project Mailboxes
Assist DCM with managing Electronic Document Management Systems (SharePoint and ASITE)
Liaise with external consultants, subcontractors and Clients regarding document management and approval issues
Preparing drawing issues including arranging printing and dispatching to sites
Ensure procedures and protocols are followed at all times
Assist with Setting up Project Filling Systems
Assist with reviewing the quality of incoming documents to ensure that it has been issued correctly with the right title, revision numbers
Assist with tracking and chasing comments on outstanding or late information from Subcontractors and Consultants
Assist with the collation and distribution of Operations and Maintenance Manuals (O&M Manuals)
Assist with archiving of site documentation when Project Complete
Assist with compiling information and supporting documentation for Bi-monthly Reporting
Support Site Project Teams with day-to-day administrative requirements
To perform any such other duties, appropriate to the role

Where you’ll work

61 Widmore Road
Bromley
BR1 3AA

Training

An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.

College or training organisation

LONDON SOUTH EAST COLLEGES

Your training course

Business administrator (level 3)

Equal to A level

Course contents

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

Provider: Bromley College of Further and Higher Education

On programme Training:

Level 3 Business Administrator Apprenticeship Standard
Level 2 Functional Skills in maths and English
Institute of Apprenticeship Certificate

End-Point Assessment (EPA)

Knowledge Training Test
Skills Test
Oral Questioning - underpinned by portfolio

Requirements

Desirable qualifications

GCSE or equivalent in:

Maths and English (grade A*-C / 9-4)

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
IT skills
Attention to detail
Organisation skills
Customer care skills
Problem solving skills
Presentation skills
Administrative skills
Number skills
Analytical skills
Logical
Team working
Creative
Initiative
Non judgemental
Patience

About this company

We specialise in mixed-use sites of from 15 to 150 homes. With strong experience in dealing with heritage assets, we’re happy to take on new-build and refurbishment projects.

http://www.guildmore.com (opens in new tab)

After this apprenticeship

Further progression may well be available in other areas within our sector, upon successful completion of a Level 3 Business Administration apprenticeship

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