Admin Apprentice

Summary

Piper's Vale Primary Academy, as part of Paradigm Trust are looking to appoint an inspirational and highly motivated Administration Apprentice. As part of the front of house team you will be responsible for providing professional and efficient reception and administrative assistance to support the smooth running of the Academy.

Annual wage: £19,435 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday- Friday Shifts to be confirmed 30 minutes unpaid lunch break
37 hours a week
Possible start date: Monday 9 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

Duties and Responsibilities Administration and reception

● Ensure the efficient operation of the office, dealing with front line enquiries from staff, pupils and visitors whether in person or by telephone and to pass on the messages to the relevant member of staff

● Maintain a high and appropriate level of communication in writing, verbally and electronically

● Ensure all visitors to the school are welcomed in a polite, friendly and efficient manner and provide refreshments to visitors/Principal when required

● Provide typing, word processing and photocopying

● Open and distribute internal and external post and correspondence as appropriate

● Be responsible for booking daily supply cover for teaching and non-teaching staff

● Check supply staff timesheets ensuring accuracy and timeliness

● Take ID for all agency supply staff and visitors to the school and provide them with the agreed vetting documents to sign

● Maintain daily staff / visitors signing in sheets

● Update staff lists and staff photograph boards with any changes

Dinner money and orders

● On a daily basis, maintain an accurate record of daily dinner numbers and inform the kitchen staff accordingly

● Order school meals for members of staff and visitors to the school

● Manage arrangements for meetings and INSET in school, booking rooms, ordering and serving refreshments as required

● Order packed lunches for educational visits

● Collect, record and monitor receipt of monies for school meals

● Produce weekly outstanding dinner debt information which identifies those families who require a telephone call and / or a debt letter and contact parents / carers by telephone and by letter on a daily / weekly basis

● Produce monthly reports on dinner type and numbers for the kitchen

● To process free school meals claims and entitlement statements, ensuring that pupil records are updated accordingly

● Order teaching and administration supplies, ensuring best value

● Check deliveries and arrange for distribution to the relevant person/s

● Perform regular stock checks to ensure that there is a sufficient supply of resources

● To record and update the academy assets management system

Educational visits

● Undertake administration of educational visits under the direction of the office manager.

Other responsibilities

● To produce and distribute the weekly academy newsletter and assist with the administration of the academy council newsletter

● To produce star pupil cards and post to pupils on a weekly basis

● To provide administrative support to the Academy Council including taking minutes and producing the Academy Council termly newsletter

● To manage the photocopiers and deal with minor troubleshooting, booking engineer visits as needed. To produce monthly usage readings

● To complete AIR forms as necessary under the direction of the Office Manager

● To ensure all information is treated confidentially and with discretion

Where you’ll work

Pipers Vale Primary School Raeburn Road

IP3 0EW

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

SUFFOLK NEW 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

Suffolk New College
Business Administrator Standard English and maths (if required) Level 2

Requirements

Desirable qualifications

GCSE or equivalent in:

Maths (grade 4)
English (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

Effective Communication
Proficient in IT
Team Player
Keen eye for detail

Other requirements

If you would like to have a conversation with the Principal regarding this vacancy, this can be arranged by contacting Kimberly Morton, Principal on 01473 320413. As a Trust, we are committed to reducing unnecessary workload and are outcomes-driven; flexible working options can be accommodated. All applicants must have due regard for safeguarding and promoting the welfare of children and young people, and this will be assessed as part of the recruitment and selection process. If you are successful you will be required to comply with the Trust’s safeguarding policies and procedures. An Enhanced Disclosure via the Disclosure and Barring Service will be required for all posts. Early applications are encouraged. All completed applications must be submitted by the closing date and time detailed on the school website.

About this company

Paradigm Trust is multi academy trust consisting of seven schools. Four are based in Ipswich: ● Ipswich Academy (secondary) ● Murrayfield Primary Academy ● Piper’s Vale Primary Academy ● Woodbridge Road Academy (special) Three are base in the London Borough of Tower Hamlets: ● Culloden Primary Academy ● Old Ford Primary Academy ● Solebay Primary Academy

After this apprenticeship

Any career progression routes will be discussed upon successful completion of the apprenticeship

Ask a question

The contact for this apprenticeship is: