Apprentice Office Administrator

Summary

Phoenix UTD are looking for a motivated Office Administrator to join their team in managing the daily administrative tasks. If you are determined with a strong willingness to learn, this could be a great opportunity! Within this role, you will be working towards your Level 3 Business Administration.

Annual wage: £12,480 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday to Friday. Shifts tbc.
37 hours a week
Possible start date: Monday 7 October
Duration: 1 Year 2 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

Main Duties:

To provide administrative support, e.g. word processing, producing spreadsheets, inputting information into databases such as Substance Views, photocopying, filing, emailing and completing routine forms and responding to routine correspondence
Taking messages or redirecting calls to appropriate members of staff
To sort and distribute all mail/communication and prepare external mail as required
Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
Build brand awareness through various media outlets

Other Responsibilities:

Participate in the performance and development review process, taking personal responsibility for identification of learning, development and training opportunities in discussion with the line manager
To be aware of and comply with all company policies and procedures in particular relating to safeguarding, health and safety, confidentiality, data protection and the staff code of conduct reporting all concerns to an appropriate senior member of staff
To be aware of and support differences to help ensure everyone has equal access to the services of the organisation and feels valued, respecting their social, cultural, linguistic, religious and ethnic background
To contribute to the organisation's ethos, aims and development/improvement plan. To work as part of a team, supporting the role of other people within the team
To attend and participate in meetings as required
Participate in training and other learning activities and performance development as required
To ensure use of IT to full capacity in order to produce high quality documents
To organise and present information for reports in a variety of formats
Contribute to maintaining safe systems of work and a safe environment

Where you’ll work

Keys Court 82-84

Moseley Street

Birmingham

B12 0RT

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

HOUSE OF CLIVE (HAIR AND BEAUTY) 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

Next Level will work closely with you to complete your Level 3 Business Administrator Apprenticeship. Next Level can hire apprentices at any time and hold regular workshops for those on the course. These workshops occur once every 2 weeks online via Teams. You will get specific 1-2-1 tutoring and regular reviews between your tutor, manager, and yourself, to ensure you are meeting deadlines and staying on top of your work. If required, we can also provide Functional Skills in maths and English throughout your apprenticeship. Upon successful completion of the apprenticeship, you will receive a Level 3 City and Guilds apprenticeship qualification in Business Administration.

Requirements

Desirable qualifications

GCSE in:

English (grade Grade 4)
Maths (grade Grade 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
Organisation skills
Administrative skills

About this company

Phoenix UTD is a community interest company designed to encourage personal development in young people.

After this apprenticeship

A business administration apprenticeship is a great way to expand you skills and knowledge. It can act as a great gateaway into a full time permanent role within administration.

Ask a question

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