Apprentice Operations Administrator

Summary

To support the Operational function of the organisation and to act as a point of communication. To ensure administrative and clerical duties within the organisation are carried out within the company’s guidelines and policies. Provide an efficient administration service and support.

Annual wage

£17,000 a year

Minimum wage rates (opens in new tab)

● Birthday Annual leave. ● Employee wellbeing programme. ● Pension – plus 3% employee contribution. ● Onsite or street parking locally. ● Accessible by both bus and tram routes

Training course

Business administrator (level 3)

Hours

Monday - Friday, the employer can be flexible in working hours as long as the full 40 hours is worked.

40 hours a week

Possible start date

Monday 27 January

Duration

1 year 3 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

The Operations Administrator is directly accountable to the Operations Manager.

Primary responsibilities in finance:

● Treat all information confidentially relating to financial matters both internally and externally
● Reconcile income and expenditure between the bank statement and Xero and update cashflow forecast. Identify any discrepancies or errors immediately to the Operations Manager
● Raise invoices and purchase orders as required and chase up payments for outstanding invoices where monies are owed
● In conjunction with the Operations Manager ensure any bills are added to Xero and paid in a timely manner
● Liaise with external companies as a representative of the organisation

In addition as required, responsibilities in HR:

● Ensure that employee confidentiality is adhered to at all times
● Support HR Administrator with recruitment by adhering to the company’s safer recruitment policy from onboarding to induction
● Support HR Administrator with HR tasks
● Assist the HR Administrator with employee relation matters eg. organising meetings, taking meeting notes
General Responsibilities:

● Answer the telephone and deal with enquiries on behalf of the organisation
● Welcome visitors to the building on behalf of the organisation
● Support the Directors and Managers with general administration tasks as required eg. ordering of office supplies, scanning documents, shredding documents
● Organise meeting room hire
● Provide support during periods of Operation Manager/Managing Director’s annual leave

This is not intended to be an exhaustive list of responsibilities. It is expected that the successful applicant will participate in a wide range of activities.

General Responsibilities:

● Answer the telephone and deal with enquiries on behalf of the organisation
● Welcome visitors to the building on behalf of the organisation
● Support the Directors and Managers with general administration tasks as required eg. ordering of office supplies, scanning documents, shredding documents
● Organise meeting room hire
● Provide support during periods of Operation Manager/Managing Director’s annual leave

This is not intended to be an exhaustive list of responsibilities. It is expected that the successful applicant will participate in a wide range of activities.

Where you’ll work

Concord Business Centre

Nottingham Road

Nottingham

NG7 7FF

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. There are ten of these workshops.

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
Administrative skills
Logical
Team working
Initiative

About this company

At Prime Nurture Services we are committed to achieving the best possible outcomes for our children. This is our primary aim, in creating a warm, nurturing environment that supports the safety, growth and development of the children in our care. Our caregiving is influenced by the PACE model underpinned by Dyadic Developmental Psychotherapy: Dyadic Developmental Psychotherapy (DDP) is an integrative method of psychotherapy that was developed in the 1990’s for the treatment of children and young people who manifested psychological problems associated with complex trauma and who failed to establish secure patterns of attachment. Our commissioned therapeutic partnership with Enabling Hope supports the development of our children and staff teams through direct works and consultations.

http://www.primenurtureservices.co.uk (opens in new tab)

After this apprenticeship

At the end of the apprenticeship, there may be an opportunity to progress into a full time, permanent role.

Ask a question

The contact for this apprenticeship is:

WEST NOTTINGHAMSHIRE COLLEGE

Laura

apprenticeships@wnc.ac.uk

01623 900467

The reference code for this apprenticeship is VAC1000291772.

Apply now

Closes in 22 days (Monday 13 January at 11:59pm)

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