Apprentice Business and Admin Assistant

Summary

The apprentice will be acting as the first point of contact to the charity, processing and handling post, receiving and responding to incoming telephone calls and emails, taking messages and following up/re-directing as required.

Annual wage: £12,313.60 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday Shifts to be confirmed.
37 hours a week
Possible start date: Tuesday 5 November
Duration: 1 Year 9 Months
Positions available: 2

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

GENERAL ADMINISTRATION:

Providing professional, efficient and effective administrative support to a range of Young Somerset business functions including data input, minute-taking and premises/health and safety
Coordinating a range of routine and ad-hoc activities which ensure the smooth-running business operations of Young Somerset
Follow up on enquiries using the most appropriate method e.g. MS Teams, phone, email etc.
Carry out data input to identified systems, checking accuracy of data and ensuring records are complete and accurate
Proactively monitor central inboxes daily, forwarding and dealing with enquires appropriately
Make updates to content on the staff intranet site, as requested, to support staff self-service of key business information e.g. forms, templates, policies, booking processes etc.
Maintain appropriate filing and archiving systems for Young Somerset, in accordance with relevant policies and statutory requirements, including GDPR; supporting archiving, file destruction and the day-to-day organisation of files and resources
Support the development of forms, templates and staff guidance documents, following best practices and changing business or sector requirements
Prepare documents and resources
Undertake printing, photocopying and laminating as required

MEETINGS ADMINISTRATION

Arrange bookings and hospitality for meetings and events in respect of Board, SLT and staff events/training sessions.
Making enquiries and booking accommodation for practitioner interventions with children and young people.
Produce agendas and minutes for a range of priority meetings, as instructed by SLT.
Attend and actively participate in the Central Team meetings and Away Days, completing actions as required.
Co-ordinate the use of Young Somerset meeting rooms, resources and equipment.

BUSINESS OPERATIONS SUPPORT

Work alongside the Central Team colleagues to support a number of central support functions which support the smooth-running of Young Somerset including support with:
Ordering goods and services.
Supporting routine health and safety walks by recording and monitoring actions.
Completing online or telephone enquiries/research to help influence wider decision-making.
Administration of company vehicle checks, defects and maintenance.
Project administration – updating spreadsheets, templates and drafting communication.

OTHER

Understand, adhere to and actively implement all policies and procedures of Young Somerset.
Act as Ambassador for Young Somerset through proactive demonstration of organisational values in all internal and external communications.

Where you’ll work

UNIT 2

SUPREMA INDUSTRIAL ESTATE

EDINGTON

BRIDGWATER

TA7 9LF

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

BRIDGWATER AND TAUNTON COLLEGE

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

Level 3 Apprenticeship Standard - Business Administrator:

Level 3 Business Administrator Standard - Knowledge, Skills and Behaviours
Level 2 Functional Skills in English, maths and ICT, if required (exemptions apply)

An initial assessment will need to take place in order to decide on the appropriate training package.

Support to develop and demonstrate technical and wider sector-related knowledge to underpin competence within the Business Administrator Apprenticeship.

On and off the job training and location to be confirmed.

Requirements

Essential qualifications

GCSE or equivalent in:

English (grade 4 or C)
Maths (grade 4 or C)

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
Administrative skills
Deciding and initiating action
Working with people
Relating and networking
Writing and reporting
Learning and researching
Planning and organising
Meeting agreed deadlines
Working as part of a team
Working within an office

About this company

Young Somerset is the primary voluntary and community sector youth work organisation in Somerset and our mission is to put young people first. We deliver a range of services that are aligned to statutory provision and support young peoples’ personal, social, economic, educational development. We are creative and innovative in dynamic ways and collaborate to strengthen our sector’s offer to deliver positive, sustainable outcomes for children, young people, their families, and their communities. Our vision is delivered through three strands of work: Targeted Youth Support, Alternative Education Provision and Enterprise, and Mental Health and Wellbeing. Targeted Youth Support Supporting children and young people who have high levels of need, risk and vulnerability. Alternative Learning Provision and Enterprise Supporting children and young people with learning by doing, building economic, education and employability skills alongside their personal and social development. Mental Health and Wellbeing As Somerset’s CYP-IAPT provider, delivering Low-Intensity Cognitive Behavioural Therapy for mild-to-moderate mental health disorders.

https://www.youngsomerset.org.uk/ (opens in new tab)

After this apprenticeship

You might move into a Business Administrator or Wellbeing Practitioner role if you prove yourself as adept in the apprenticeship.

Ask a question

The contact for this apprenticeship is: