Facilities Support Administrator Apprentice

Summary

To work alongside Facilities Team to: Undertake a range of administrative duties to support buildings and maintenance work, contractor management as well as Health and Safety and compliance tracking and records.

Annual wage: £12,261 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday to Friday 8.00am to 4.00pm
36 hours a week
Possible start date: Monday 2 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

Facilities:

To assist the Facilities Administrator in ensuring that the building is maintained in line with all Health and Safety guidelines and legislation Support Facilities team to monitor and report mandatory Health & Safety compliance reports

To deal with enquiries from members of the public, visitors, contractors, students, staff and parents in a professional manner.

To assist with the day-to-day management of contractors working within the building.

To direct persons and contractors to places where they are required and to monitor their work, taking due regard of Teaching and Learning requirements.

To ensure that all sub-contractors employed to carry out specialist tasks are working safely.

Ensuring purchase orders are raised for planned works.

Ensuring accurate records are kept of compliance documents in relation to contractors

Ensure all contractor attendance records are kept accurate and up to date Support Facilities administrator with day to day management of contractors Supporting the facilities administrator with quotes.

Assisting facilities administrator monitoring of all scheduled site works.

Ensuring compliance documents for contractors are updated in line with Trust policy.

Planning school holiday repairs and maintenance schedules.

Lettings:

To assist in ensuring that the premises are prepared for after school activities and weekend use.

To assist in ensuring lettings are covered by adequate staff.

To assist in reviewing letting requests Maintaining accurate activity logs and updating the database.

The above-mentioned duties are neither exclusive nor exhaustive, duties and responsibilities of the post may change as requirements and circumstances change.

The post holder may be required to carry out such other duties as requested by management that are broadly within the level of the post.

Where you’ll work

Beal High School, Upper School, Woodford Bridge Road

Ilford

IG4 5LP

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

NEWHAM COLLEGE OF FURTHER EDUCATION

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

This apprenticeship is delivered as a day release at our campus in Stratford. You will be required to attend college every week.

Level 3 Business Administrator Standard
Behaviour, Skills and Knowledge.

Requirements

Essential qualifications

GCSE or equivalent in:

English (grade 4)
Maths (grade 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
Administrative skills
Organisation skills
Team working

Other requirements

This is an office based role, please ensure you can travel to the employer on a daily basis.

About this company

Our open culture ensures that all Trust staff and students are motivated and supported to develop their own skills, supporting each other to be their very best to provide an exceptional educational experience.

After this apprenticeship

There is an opportunity to secure a permanent position after successfully completing the apprenticeship.

Ask a question

The contact for this apprenticeship is: