Apprentice Administration Assistant

Summary

To support in the provision of general administrative, clerical, operational and business support tasks for the electoral services and democratic services teams, supporting the delivery of elections, maintenance of the electoral register and the governance arrangements of the Council.

Annual wage: £22,010.56 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday 37 hours. May occasionally have to work some evenings and weekends at busy times
37 hours a week
Possible start date: Friday 20 December
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

Supporting a range of project work in association with the delivery of all planned and unplanned elections·
Supporting a range of project work in association with the maintenance of the electoral register and the annual canvass.
to use specialist electoral management software (Xpress) daily to administer these processes. This will include scanning application forms, generating letters, running routine reports and ensuring that data is always accurately recorded at all times.
To assist with processing absent vote applications and Voter Authority Certificate applications using the ERO Portal.
Supporting information and records management.
Data input / retrieval, documentation processing, e-mail enquiries, scanning, photocopying and a variety of related administrative procedures.
Dealing with enquiries from members of the public regarding electoral registration and electoral administration.
Assist in the development and maintenance of the electoral services area of the Council’s website.
To give advice and assistance to customers in relation to the register of electors and election enquires.
To assist with the preparation of the ward boundary review for Solihull.
To support all other areas of Electoral Services as required.
Dealing with incoming post.
Utilising local data sets (e.g. Council Tax records) to assist with the maintenance of the electoral register.
Democratic Services:
Attend Committee meetings and provide support to Democratic Services Officers at Council, Cabinet, Scrutiny boards and other committees.
Attend meetings outside of core hours.
Scrutiny support as directed by Democratic Services officers this could include completing research, attending briefings, arranging meetings, taking notes.
Support the Civic Officer in relation to the support they provide the Mayor of Solihull, in their Civic and ceremonial roles such as maintaining the mayors diary, dealing with general correspondence e.g. sending emails and letters out in relation to Mayoral engagements/visits, taking phone calls.
Learn to Webcast meetings of the Council and Planning Committee.
Respond to general enquiries about the democratic process from members of the public.
Learn to produce and carry out presentations.
To assist in the provision of training and development opportunities for Members.
Prepare briefing material for more senior colleagues as required.
Any other appropriate duties, as and when required, as commensurate with the grading of the post.

Where you’ll work

Council House

Manor Square

Solihull

West Midlands

B91 3QB

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

COVENTRY AND WARWICKSHIRE CHAMBERS OF COMMERCE TRAINING 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

Training will be delivered through monthly workshops on site.

Requirements

Essential qualifications

GCSE in:

English (grade A-C or 4-9)
Maths (grade Grade A-C or 4-9)

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
Organisation skills
Administrative skills
Number skills
Team working

About this company

Here at Solihull Council we want to ensure that all our citizens have an equal chance to share in Solihull’s success. We do this by putting our customers at the heart of everything we do. We recognise that our employees are the key factor in achieving our vision. As such, we are always on the lookout for talented individuals, who want to make a real positive difference to people’s lives and can help us to continue building on our success.

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

This is a fixed term apprenticeship with the possibility of a full-time role on completion.

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