Administration and Project Support Apprentice

Summary

This is an exciting opportunity for a determined individual to work in an organisation that provides a support mechanism to the community. They are looking for someone who is determined to put the work in to learn all aspects of the business, growing and developing within the organisation to higher levels.

Annual wage

£11,980.80 a year

Minimum wage rates (opens in new tab)

Rising at intervals throughout the apprenticeship

Training course

Business administrator (level 3)

Hours

Monday to Friday, office hours.

36 hours a week

Possible start date

Monday 9 December

Duration

1 year

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

The post holder will offer administration support to the CVS in any aspect of its work. This may be providing office cover and reception type duties, or working with Office 365, filing, typing minutes or creating presentations. We hope that you will quickly be able to take the lead with our newsletters and other forms of communication and marketing. This will need you to liaise with member groups of CVS, which will give you a vast amount of variety in the role. You can then populate our website and Facebook page, ensuring we are easy to access and informative for the membership, commissioners and the residents from the districts that we serve.

You will be assisting with bookings and meeting arrangements, preparing and co-ordinating networking and Board meetings, taking and disseminating the minutes and following up on any actions. You will assist project teams in supporting VCFS groups and CVS activities. You will assist with our group support and volunteering activities, and you will support the Social Prescribing Team, with telephone calls and administration, from enquiry stage to submitting reports.

SPECIFIC DUTIES AND RESPONSIBILITIES

To undertake all administration duties associated with CVS activities.
To establish (where necessary) and/or maintain the computer filing systems.
To undertake clerical duties such as filing, scanning, photocopying, collating, preparing newsletters & bulletins, booking rooms and venues, maintaining diaries and disseminating messages.
Co-ordination of various networking and Board meetings. Minute taking at meetings and preparation & dissemination of minutes, including following up actions.
To feed into and prepare (with other staff where relevant) any event, displays, newsletter, bulletins, Board Reports, publicity etc
To assist CVS staff in co-ordinating and facilitating events as required.
To attend internal and external meetings, including Board of Trustees, to take minutes and provide other support as directed by the Chief Officer.
To support volunteering within CVS.
To support the Social Prescribing Team with telephone calls and appointment bookings.
To administer support to small groups by:

- Liaising between the Group Support and Volunteer Leads, assisting with any governance and marketing requirements of the groups.

- Dealing with enquiries and offering support.

- Asking for outcome and output data, evidence and narrative from groups.

- Compiling and submitting timely reports as required.

To support other CVS staff, with a 'Go To' attitude as part of our team, to ensure the smooth and efficient running of our organisation - this could include:

- Answering the telephone, recording messages and discharging reception duties as necessary.

- Ensuring all letters, minutes, reports and other papers are presented in accordance with the CVS 'house style'.

- Supporting other CVS staff as appropriate with administrative duties.

- Reaching as big an audience as possible through marketing and interacting on our socials and website.

To act in accordance with all policies and procedures of the CVS.
Other occasional duties as agreed by the Chief Officer.

Where you’ll work

SUITE 5

OLD TOWN HALL BUILDING

TOWN HALL SQUARE

GREAT HARWOOD

BB6 7DD

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

BURNLEY 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

The apprentice will be based in company 4 days per week, and attend Burnley College 1 day per week to attend classes.

Requirements

Essential qualifications

GCSE in:

English (grade C/4 or above)
Maths (grade C/4 or above)

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
Organisation skills
Customer care skills
Administrative skills
Number skills
Team working
Initiative
Non judgemental
Interest in marketing
Time management
Solution focussed attitude
Knowledge of voluntary sector
Maturity and flexibility
Ability to work under pressure

About this company

Hyndburn & Ribble Valley CVS (Community Voluntary Support) supports the charities, small groups, faith and voluntary organisations that operate for the communities of Hyndburn and the Ribble Valley, and the residents from both of the districts that we serve. We do this by strengthening the governance of groups and organisations, through advice and support with constitutions, governance, policies and procedures and by offering support on volunteering and funding. We aim to ensure the voices of our organisations are being heard at the right strategic meetings so that we can be proud of our strong communities and happy residents.

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

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

The ideal candidate will learn all aspects of the business and excel in their apprenticeship, then progress to Project Management or degree apprenticeship, with a view to work towards senior leadership as a Business Development Officer.

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