Apprentice Graduation Administrator

Summary

Canterbury Christ Church have an exciting new vacancy for a Apprentice Graduation Administrator to join their Marketing & Communications Graduation Team. The successful candidate will work under the guidance of the Graduation Manager to ensure effective delivery of these events, improving the delivery year on year to enhance the student experience.

Annual wage

£18,144.80 a year

Minimum wage rates (opens in new tab)

During the first year of apprenticeship the salary will be 80% of the Apprentice Grade C pay point 11 which equates to £18,144.80. In year 2 this will rise to 100% of the Apprentice Grade C, pay point 11.

Training course

Business administrator (level 3)

Hours

Fixed Term, 37 hours per week. Monday to Thursday, 09:00 - 17:30 and Friday, 09:00 - 17:00.

37 hours a week

Possible start date

Monday 25 November

Duration

2 Years

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

An apprenticeship is a developmental role. You will be working towards the following duties and should be competent in carrying them out by the end of the apprenticeship. In addition, you will be required to attend relevant training and development activities and complete assessments, these are a mandatory element and a condition of the job role.

You will be fully supported, in line with the University’s approach to apprenticeships, and on completion, you will have developed knowledge, understanding and skills, in order to competently carry out the specified duties:

Monitor and respond to routine enquiries from students and staff on graduation related matters, whether in person, in writing, email or over the telephone in a prompt, courteous and helpful manner. The post holder will become a specialist in the University’s student enquiry logging system (Sunrise) and have ownership of the generic graduation email account, ensuring emails are stored in folders and archived where appropriate.
To assist and report to the Operational Lead(s) and Coordinator on the day-to-day activities in relation to the key event periods. This will include maintaining and monitoring effective administrative processes, such as the collation and update of large data sets required to support events (e.g. graduation invitation list, ticket allocations) and supporting the coordination of student invites and ticket mail merges.
Ensure the appropriate use of spreadsheets, databases and other IT systems, which maintain comprehensive data relating to the events, ensuring not only accuracy of data but we are GDPR compliant. Supporting the Coordinator with tasks that involve students, including deferral students, Academic Staff and VIPs inputting accurate and complete data entry. Generating standard reports and documents in relation to graduation processes.
To oversee packing and unpacking of graduation equipment and producing the necessary documentation for the day which will lead to successful delivery of the events, showing attention to detail in checking the accuracy of data included (e.g. packing student procession seat numbers, printing items for the clipboards of staff helpers). To manage equipment and stationary orders, making sure to restock following each event.
To oversee proceedings at gowning, photography and ticket collection on graduation day and support any staff helpers assigned to these tasks.
Developing and sustaining strong relationships with external companies, such as Canterbury Cathedral, Ede & Ravenscroft is key the event success. Also, our internal stakeholders, such as Faculty, IT, Hospitality, Marketing, i-zone (student helpdesk) and our partner London School of Commerce, where appropriate.
To take a pro-active, solution-based approach to graduation related activities and help to identify causes of failure, demand and waste in the system, and data quality.
To assist other event teams in the Directorate, such as open days and assist the Vice-Chancellor’s Office with high profile events. To represent the Graduation Team at meetings as appropriate and take notes at routine meetings, or draft notes for review by others.

Where you’ll work

Augustine House

Rhodaus Town

Canterbury

CT1 2YA

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

EKC GROUP

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

Monthly online work shops.
Functional skills maths and English if required.

More training information

Interviews to be held for the position on Wednesday 23rd October

Requirements

Essential qualifications

GCSE in:

English (grade C/4)
Maths (grade C/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
Attention to detail
Organisation skills
Team working

Other requirements

The University is committed to providing opportunities to applicants who are care experienced. Under our Interview Guarantee Scheme, we guarantee an interview to care experienced applicants meeting the essential criteria of a role. Please state in your application if you wish to be considered under the Care Leaver Covenant.

About this company

The Canterbury Christ Church University apprenticeship scheme is tailored to support, develop, and grow our apprentices to progress in their chosen careers. As part of our commitment to fostering a sense of community for our apprentices, we have an internal apprentice network which meets on a bi-monthly basis, additionally all apprentices are provided with an internal mentor, and where possible will also spend time on placement elsewhere within the University. We recognise apprenticeships are developmental roles whereby the individual gains further skills as they progress. This development is reflected in the apprentice salary which will increase annually in alignment with the salary grade for the role the individual is working towards.

https://www.canterbury.ac.uk (opens in new tab)

Disability Confident

A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long-term health condition. This includes non-visible disabilities and conditions.

You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.

After this apprenticeship

Subject to successful completion of the apprenticeship, there could be an opportunity to join as a permanent member of staff.

Ask a question

The contact for this apprenticeship is:

EKC GROUP

Hope Amber Smith

hope.smith@eastkent.ac.uk

01227811315

The reference code for this apprenticeship is VAC1000278233.

Apply now

Closes in 9 days (Thursday 10 October at 11:59pm)

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