Office Administrator Apprentice

Summary

Join us as a Business Administration Level 3 Apprentice! In this role, you'll support our administrative functions, manage school data, and help streamline our processes to enhance operational efficiency. This apprenticeship is perfect for those eager to develop their business skills in an educational environment dedicated to student success.

Annual wage: £15,000 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday to Friday, 9.00am to 5.00pm (breaks to be confirmed).
37 hours a week
Possible start date: Tuesday 1 October
Duration: 1 Year 3 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

Answering Phone Calls and Handling Queries: You will be the first point of contact for incoming phone calls, greeting callers professionally, understanding their needs, and directing them to the appropriate person or department. You will also handle
general queries, providing course information and assistance as required.
Purchase Order and Invoice Management: Your responsibilities will include raising, recording, and processing purchase orders and invoices related to our school. This involves ensuring accurate documentation, tracking orders, and maintaining organised records.
General Administrative Duties: You will contribute to maintaining an efficient office environment by performing general administrative tasks such as scanning documents, filing paperwork, sending letters to parents, doing post office runs, and handling confidential materials.
Data Entry and Spreadsheet Work: Accurate data entry and management are essential. You will work with spreadsheets to record and update information, including learner exam results and other relevant data.
Learner Registration and Assessment: You will assist in the registration process for learners, collecting necessary information, ensuring accuracy, and entering details into our registration system.
Learner File Management: Maintaining up-to-date and organised learner files is crucial. You will ensure learner files are complete, accurate, and properly stored on shared drives or systems, including essential documents and certifications.
Exam Result Tracking: Accurate recording and updating of learner exam results are vital for monitoring progress and meeting reporting requirements. You will maintain designated trackers or systems for this purpose.
Communication and Coordination: Effective communication is key. You will liaise with students and tutors, conveying important information such as class schedules and student absences. Clear and professional communication skills, both written and verbal, are essential for coordination and smooth operations.
Support to Head of IT and Compliance: You will provide administrative support, including reporting, organising paperwork and data, scheduling meetings, and assisting with diary management. Additionally, you may be involved in preparing reports, taking meeting notes, and supporting HR-related duties.
HR and Staff Management Support: Assisting with HR-related tasks, such as managing HR files, maintaining statutory documentation, recording staff absence, and supporting new staff onboarding, will be part of your role.

Where you’ll work

4 PINCHIN STREET

LONDON

E1 1SA

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

EAST ESSEX VOCATIONAL TRAINING LIMITED

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

You will work towards completing a Level 3 Content Creator qualification
Training will delivered mostly remotely with some face-to-face teaching by EEVT
The employer will give you time out of your working week to focus on your qualification

Requirements

Essential qualifications

GCSE or equivalent in:

English (grade 4 or above)
Maths (grade 4 or above)

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
Attention to detail
Organisation skills
Customer care skills
Presentation skills
Administrative skills
Logical
Initiative

About this company

We’re working with a company that is a grassroots provider of education, training, and mentorship, delivering innovative learning programs to some of inner London’s most disaffected and vulnerable young people. This company focuses on engaging a community of learners from London boroughs who face multiple barriers to progression, whether educationally or through employment. They offer a range of accredited and flexible courses, with a particular emphasis on the music and entertainment industries. Their bespoke programs are designed to help young people at risk of further disadvantage acquire skills, knowledge, and self-belief, ultimately leading them to jobs where they can thrive. By addressing marginalisation head-on, they create opportunities for individual wellbeing and integration.

After this apprenticeship

Potential of a full-time position upon successful completion of the apprenticeship.

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