School Office Administration Apprentice

Summary

We seek to appoint a highly organised and enthusiastic School Office Administration Apprentice to join our dynamic team. The successful candidate will play a crucial role in ensuring the smooth operation of our school office, providing administrative support to staff, pupils, and parents.

Annual wage: £12,313.60 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Thursday 8am-4pm and Friday 8am-3.30pm, 1/2 hour lunch each day (time to be decided in department). Role is term time only.
37 hours a week
Possible start date: Monday 17 February
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

To be based in the main school office located at reception.
To provide high standards of telephone and reception skills when communicating with outside agencies, parents/carers, governors, staff and pupils.
To provide a professional image when greeting visitors and other stakeholders.
To prioritise telephone calls and visitor queries and deal with all requests appropriately, accurately record messages and signpost as required.
To ensure visitor signing in procedures are followed correctly, including safeguarding checks.
To assist in the coordination and administration of parents’ evenings, options evenings and any other events similar in nature. This includes, but is not limited to, sending letters, text messages, creating registers for parents to sign in, setting up for the event, providing refreshments and covering events outside of the school hours.
To open, sort and distribute incoming mail and also deal with all outgoing mail, including taking deliveries to the post office as required.
To co-ordinate data collection sheets as required, ensuring a smooth process is adopted of sending forms home to parents, monitoring returns and updating information in SIMS to ensure an accurate record is kept at all times.
To support with reprographic requests and ensure a timely completion and process is followed.
To be responsible for ensuring visitors are met at the main reception door and safely evacuated to their designated point in the event of a fire and liaise with the Fire Marshalls to update registers.
To process and update free school meal/ pupil premium data.
To assist with pupil admissions and pupil transfers, including curriculum allocation, CTF files and hardcopy files
To provide efficient clerical support in relation to, but not limited to, sending letters and texts to parents/carers.

The above list of duties and responsibilities are not an exhaustive definition of all tasks associated with the
post.

Where you’ll work

Advance Learning Partnership Whitworth Road

Whitworth Lane

Spennymoor

DL16 7LN

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

BISHOP AUCKLAND 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

Business Administrator level 3 standard.
Full, on the job training provided by the employer.
You will receive regular visits in the workplace from your Bishop Auckland College Assessor to help guide you through the apprenticeship standard.

Requirements

Essential qualifications

GCSE in:

English (grade 9-4 / A*-C / Level 2)
Maths (grade 9-4 / A*-C / Level 2)

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
Team working
Caring and supportive
Enthusiasm and self-confidence
Able to work flexibly

Other requirements

Role is term time only.

About this company

Whitworth Park Academy provides an education that truly transforms lives. We ensure that children have the knowledge, skills, qualifications and experiences that allow them to have choices for their futures. As an academy we support the whole child and every child to reach and surpass their potential ensuring they are happy, valued,supported and successful. We maximise the time we spend together and provide life changing, extraordinary educational experiences for our children. Each school day is built around our core values of kindness, diligence and respect. We are very clear on what drives and motivates both children and staff at ourschool. We have a clear purpose. We aim for mastery – the desire to ‘be better’ at the things that matter. Autonomy drives us. Staff and children take responsibility to direct their own lives and have a clear voice in the direction of our school.

https://whitworthpark.org.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

To be discussed at interview.

Ask a question

The contact for this apprenticeship is:

BISHOP AUCKLAND COLLEGE

David Brough

david.brough@bacoll.ac.uk

01388 743164

The reference code for this apprenticeship is VAC1000294629.

Apply now

Closes in 22 days (Friday 31 January at 11:59pm)

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