Business Administration Apprentice

Summary

Job purpose is to provide general administrative support for business activities and the team within All Formats and College Reception.

Annual wage: £12,313.60 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday- Friday 8:30am- 5:00pm
37 hours a week
Possible start date: Monday 4 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

All Formats
Updating Daily Management Information (MI) Reports and sending them to clients
Receiving daily deliveries from couriers, sorting, reconciling them and inputting them onto the All Formats network
Report any exceptions to the All Formats Team Leader
Assisting with daily postal duties, including sorting, franking, generating postal manifests ready for Royal Mail collection
Packaging and enveloping completed documents and checking contents of packaged documents
Answering All Formats telephone and directing call to correct individual
Responding to incoming emails
Assisting with the production of Sales Quotations and sending them to clients
Assisting in the preparation and production of monthly invoice requests
Monitoring stocks of stationery and ordering where required
Reception
Providing Reception cover to support the team on designated days and additional holiday/absence and break cover, as required
Providing a professional and effective Reception service for the College, demonstrating excellent customer service skills as a first point of contact
Providing support with the visitor/contractor sign in/out protocols, to help ensure these are strictly adhered to and that visitors and contractors are parked in appropriate parking bays
Ensuring the Reception visitor check-in process is completed in an accurate and customer friendly manner, including the checking-in/photographic ID for all visitors, using the College’s Visitor Photo ID system. Provide assistance for visitors using the system, as required, including VI/accessibility assistance
Providing visitors/contractors with relevant information on arrival, including safeguarding information and emergency procedures
Receiving and handling internal/external telephone calls using the Reception telephone system, in a professional manner, ensuring queries are effectively managed and directed to the appropriate person
Take initial delivery of post, including parcels and equipment deliveries and maintain appropriate records of goods received
Ensuring post is ready for external collection
Ensuring all Reception areas are maintained in a safe, clean and tidy condition and report any maintenance/cleaning issues arising.
Undertaking Reception duties with due regard to confidential information and student, staff and College data, in line with Data Protection/GDPR requirements
General Administration
Liaising with different teams/departments to ensure an excellent level of service is provided
Following QAC Policies and Procedures
Maintaining and updating records and filing systems
Use of office equipment (photocopier, phone systems, franking machine, scanner etc.)

Where you’ll work

Court Oak Road Harborne Birmingham

B17 9TG

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

HALESOWEN 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 Business Administrator Apprenticeship Standard
You will attend weekly online lessons
Your assessor will visit you within the workplace once every 6-8 weeks

Requirements

Essential qualifications

GCSE in:

English (grade 4/C)
Math (grade 4/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
Attention to detail
Organisation skills
Customer care skills
Presentation skills
Administrative skills
Team working

Other requirements

We reserve the right to close this vacancy early should sufficient applications be received before the closing date

About this company

Queen Alexandra College (QAC) is a national residential College and registered charity that supports a diverse range of student/client abilities and needs. Our College provides education, training, and routes to independent living and employment through an innovative, holistic approach to learning and support. We welcome students who come to our College from all over the country – as well as many who are local to us. All students, clients, and staff are supported within safe and well-resourced environments. We have educational and learning sites based in Birmingham, one of Europe’s most welcoming and vibrant cities, with a rich and diverse culture. Our main site is based in Harborne, a pleasant leafy Birmingham suburb, on a friendly and green 8-acre campus with excellent facilities and resources. QAC makes a positive difference to the lives and learning of people with disabilities and learning difficulties. We have high expectations of staff, students, and clients whilst being responsive, innovative, and collaborative. Our College values drive how we work with students, clients, stakeholders, and as a team. QAC Enterprises aim is to provide business that raises money for Queen Alexandra College. All profits are paid back into the charity and help to enhance the QAC experience for our students. All Formats is a commercial enterprise operating within and wholly owned by Queen Alexandra College, providing Braille Transcription Services, Large Print, Audio Transcription and Consultancy Services to a wide range of organisations, businesses and individuals. We continue to attract and retain staff of the highest calibre, who are proud of QAC’s achievements and who wish to be an integral part of our ongoing and future successes.

After this apprenticeship

Possible permanent role for the right candidate

Ask a question

The contact for this apprenticeship is:

HALESOWEN COLLEGE

Maadiyah Hamid

mhamid@halesowen.ac.uk

01216027741

The reference code for this apprenticeship is VAC1000281829.

Apply now

Closes in 13 days (Friday 25 October at 11:59pm)

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