Planning Business Support Apprentice

Summary

This is an exciting opportunity to work with the Planning Business Support Team whilst undertaking and successfully completing an administrative based Level 3 apprenticeship programme in conjunction with South Devon College.

Annual wage: £22,737 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday to Friday
37 hours a week
Possible start date: Monday 25 November
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

You will form part of a group of Business Support Officers supporting delivery of the Council’s corporate priorities by dealing with correspondence and enquiries from the public about planning applications, in a timely manner. You will need to be organised, be able to work on your own initiative as well as part of the team and have the ability to switch between tasks, sometimes at short notice, in order to meet the demands of the service. With support from the Team Leader, Supervisor and the rest of the team, you will be providing guidance and updates to applicants, developers, agents and Councillors, as well as processing documents relating to planning applications.

Daily tasks will include:

Indexing documents to planning applications, including letters of representation submitted by the public (including dealing with all relevant redactions).
Answering customer queries by telephone and email.
Supporting Planning Officers with general administration duties.

The successful applicant will be customer focused, with excellent IT skills preferably with experience of dealing with a wide range of customers. You will also need excellent communication skills both in writing and over the telephone, have good attention to detail and be confident and self-motivated with managing your own workload.

Where you’ll work

Follaton House

Plymouth Road

Totnes

TQ9 5NE

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

SOUTH DEVON 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

Training in the workplace:

Commit to doing the work required for your apprenticeship: this includes attending training and working with support to produce evidence of the skills and knowledge you require to complete your apprenticeship
To work, under instruction and supervision, as part of a team to deliver an efficient, effective and quality service within the Planning Business Support Team.
To learn how to use Council ICT systems to index documents, maintain records and process planning applications.
To learn how to answer/deal with queries within the service, both via the telephone and email. To take messages and pass them on to the relevant member of staff in an appropriate and timely manner. To deal with Council employees and customers in a polite, friendly and efficient way ensuring you demonstrate a good understanding of customer care.
To work to defined business standards and processes, performing a wide range of business support tasks with due regards to confidentiality and safeguarding, and in accordance with timescales and all relevant Council Policies.

College teaching:

Personal responsibilities and working in a business environment
Working with and supervising others
Managing information and producing documents
Providing and maintaining administrative services
Developing and evaluating own performance at work
Communicating in a business environment
Customer service skills
Policies, procedures and legislation
Effective team working
Problem solving

More training information

To facilitate your Off-The-Job training required for your apprenticeship, you will attend weekly college sessions at South Devon College, Vantage Point, Paignton on the Level 3 Business Administration course.

Requirements

Essential qualifications

GCSE in:

English (grade 4)
Maths (grade 4)

Desirable qualifications

A Level in:

Any (grade Pass)

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
Customer care skills
Team working

About this company

South Hams District Council and West Devon Borough Council are local authorities delivering a wide range of services for residents and businesses across South West Devon. We bring cost effective and customer focused services to residents and businesses across the South Hams and West Devon. From beautiful moorland to tranquil beaches, town life to country living, South Hams and West Devon are great places to live and work.

https://www.southhams.gov.uk/ (opens in new tab)

After this apprenticeship

This apprenticeship will provide useful business administration knowledge, skills and behaviours, able to assist you in a variety of future pathways.

Ask a question

The contact for this apprenticeship is:

SOUTH DEVON COLLEGE

Caroline Field

carolinefield@southdevon.ac.uk

The reference code for this apprenticeship is VAC1000279686.

Apply now

Closes in 16 days (Thursday 17 October at 11:59pm)

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