Apprentice Contract Administrator

Summary

Based at Briggs & Forrester's South Normanton office you provide contract administration support for all live Maintenance contracts including Planned Preventative Maintenance and any additional works. To assist the Contract Manager, Contract Supervisor and Contract Co-ordinator with day-to-day running of the Contracts.

Annual wage

£14,500 a year

Minimum wage rates (opens in new tab)

Pay reviews carried out on an annual basis

Training course

Business administrator (level 3)

Hours

Monday- Thursday 8.30am- 5pm with 45 mins for lunch Friday 8.30am- 4pm, with 30 mins for lunch

38 hours a week

Possible start date

Thursday 2 January

Duration

1 year 6 months

Positions available

2

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

BASIC FUNCTION

To provide contract administration support for all live Maintenance contracts including Planned Preventative Maintenance and any additional works. To assist the Contract Manager, Contract Supervisor and Contract Co-ordinator with day to day running of the Contracts.

AREAS OF JOB ACCOUNTABILITY

Primary Role

Operation of bespoke computer added facilities management system JobLogic and bespoke accounts system Cyberqube
Review and approval of Supplier and Subcontractor invoices
Complete weekly timesheet routine
Assist contract co-ordinators with the review of completed daywork tickets and collate information packs for invoicing
Discuss subcontractor/supplier queries and resolve as necessary
Review un-invoiced daywork report and action
Review WIP report and un-invoiced daywork report for the monthly Operations meeting

Secondary Roles

To provide cover or assistance as required for the Contracts Co-ordinators for holidays, sickness and during busy periods for the following (and not limited to) tasks
Respond to BSM Admin email to agreed rota actioning all requests/tasks
Provide helpdesk administration, answering telephone calls and action accordingly
Assist the Contract Manager and Contract Supervisor with weekly Planning/Programming routine to adjust labour and sub-contractors to ensure planned and unplanned workload can be met
Run reports for PPM/Subcontractor visits and issue tickets to technicians
Organise Subcontractor visits, chase completed paperwork and close down completed Subcontractor tickets
Review Overdue PPM and action with Contract Manager and Contracts Supervisor
On a day to day basis; create and issue daywork tickets to technicians, including placement of supplier and subcontractor orders
Daily review returned PPM and daywork tickets and re-issue rejected/part completed tickets. Liaise with the Contract Manager / Supervisor identifying further actions, e.g. purchasing materials/organising subcontractor visits
Save electronically and/or scan in completed specialist reports/test sheets from Technicians and Subcontractors into the live job folder system
File paperwork within office live job folders as required
Liaising with Contract Manager ensuring standard operating procedures are met

Where you’ll work

2 Maisies Way

South Normanton

Alfreton

DE55 2DS

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

WEST NOTTINGHAMSHIRE 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

This is predominantly a work based programme which means that your learning will take place on the site of your employment and within your contracted working hours
We host supporting workshops regularly throughout the apprenticeship which you will attend in person at our Derby Road campus or online via Microsoft Teams (a total of nine)
Monthly tutorials are held via Microsoft Teams

Requirements

Essential qualifications

GCSE 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
IT skills
Attention to detail
Organisation skills
Problem solving skills
Logical
Team working
Initiative

About this company

Briggs & Forrester is one of the UK’s leading building services engineering companies with an annual turnover in excess of £230m. The Briggs & Forrester Group is renowned for excellence and innovation within the building services industry developed over more than 70 years.

https://briggsandforrester.co.uk/ (opens in new tab)

Company benefits

Profit related bonus annually – dependant on number of sick days taken in the financial year 1 day extra annual leave receive for each full 3 years employment

After this apprenticeship

Prospect of long term career with the company
Full-time employment in the Contract Administration role upon completion of apprenticeship

Ask a question

The contact for this apprenticeship is:

WEST NOTTINGHAMSHIRE COLLEGE

Ryan

apprenticeships@wnc.ac.uk

01623 900479

The reference code for this apprenticeship is VAC1000286020.

Apply now

Closes in 25 days (Sunday 8 December at 11:59pm)

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