Organisational Development Business Administrator Apprentice

UNIVERSITY COLLEGE LONDON

London, WC1H 9BT

Closes in 16 days (Friday 7 February at 11:59pm)

Posted on 21 January 2025

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Summary

A new post created to provide flexible administrative support across the department, in particular in the Apprenticeship and OD Operations areas. Reporting to an Apprenticeship Manager, but working closely with other managers and colleagues across the department, growing and developing their skill, knowledge and behaviours as an apprentices.

Wage
£26,905 a year

Minimum wage rates (opens in new tab)

Salary will be reviewed as the apprenticeship progresses and upon successful completion of your probation period

Training course
Business administrator (level 3)
Hours
Monday to Friday 9am to 5pm

36 hours a week

Possible start date

Monday 17 March

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

  • Monitor shared inboxes, dealing with general and programme related queries, resolving and responding to key stakeholders ensuring a fair and consistent approach and high-quality service
  • Provide support to create, update and publish written communications and resources, responding to comments and updating programme and guidance documents
  • Support the development and maintenance of SharePoint and webpages, maintaining MS Teams spaces, identifying opportunities for clearer signposting where needed
  • Liaise with stakeholders to ensure all communications are published and information is kept up to date
  • Identify opportunities to improve resources and propose clearer signposting where needed
  • Maintain resources and branded merchandise and order as appropriate within budget
  • Provide logistical and administrative support to various events, activities and programmes, including sending invitations, room bookings, catering, and the preparation of resources and support on the day as required. Events will include e.g. programme graduations, learning festivals, network meetings, induction, workshops, interviews and assessment centres and development reviews
  • Support the Recruitment and onboarding of apprentices onto apprenticeship programmes through the provision of effective and efficient administrative processes
  • Manage arrangements of all interviews for Early Career apprentice applicants and selection panel arrangements for the selection of training providers
  • Coordinate all related documentation to ensure that contracts and formal agreements are processed, approved and recorded in accordance with governance requirements and UCL and ESFA (Education and Skills Funding Agency) policies
  • Coordinate paperwork to ensure contracts and formal agreements are processed, approved and recorded in accordance with governance requirements and UCL and related policies
  • Maintain programme data records ensuring an accurate and up to date record of learners across programmes
  • Manage programme applications and feedback making use of a variety of tools including MS Forms, Word and Excel, collecting and presenting data and management information as requested
  • Analyse data and present information in a way that communicates key messages and decision points clearly and effectively
  • Maintain electronic files and ensure all paperwork is stored appropriately, to provide information and an audit trail, ensuring compliance with GDPR requirements
  • Complete basic finance tasks including raising of purchase orders, checking invoices and ordering equipment
  • Coordinate feedback from apprentices on pilot programmes and compile reports including lessons learnt and recommendations
  • Shadow OD colleagues to understand relationship management with the potential to cover events and activities for colleagues on leave
  • Review administrative processes and make suggestions for improvements to reduce inefficiencies
  • To complete a minimum of 3 ad hoc projects that support the improvement of the OD service to be agreed with the line manager e.g. room audit for Leadership programmes, guidance on dealing with accessibility requests, development review paperwork, process maps and data dashboards and management information
  • Proactively seek opportunities to provide high quality customer service individually and across the team
  • Provide cover for team members during periods of absence where appropriate, and assist with peaks in workload in all areas

Where you’ll work

Bidborough House 38-50

Bidborough Street

London

WC1H 9BT

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

EALING, HAMMERSMITH & WEST LONDON 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 role is a unique opportunity for an enthusiastic and ambitious apprentice to gain wide range of skills and experience in Higher Education HR, which will equip them to further develop a successful future career in HE or HR. 

The apprentice will undertake training, both in the workplace, and with our selected training provider, to develop the necessary knowledge, skills and behaviours to achieve the Level 3 Business Administration Standard.https://www.instituteforapprenticeships.org/apprenticeship-standards/st0070-v1-0 

Following the practical training period of 12-18 months, the apprentice will complete the End Point Assessment (EPA) which will assess them against the knowledge, skills and behaviours (KSBs) set out in the occupational standard. 

The EPA period is typically 3 months and consists of a knowledge test, a portfolio of evidence, collected throughout the practical period, a project and a presentation.    

Requirements

Essential qualifications

GCSE in:

  • English (grade C/4)
  • maths (grade C/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
  • Customer care skills
  • Problem solving skills
  • Presentation skills
  • Administrative skills
  • Number skills
  • Analytical skills
  • Logical
  • Team working
  • Creative
  • Initiative
  • Non judgemental
  • Patience

Other requirements

How would you get to UCL?

About this company

UCL’s Organisational Development (OD) team offers extensive learning and career development opportunities to over 16,000 colleagues in academic, research, teaching and professional services. OD is a central team within the wider HR Division and is responsible for ensuring the right learning and talent structures, systems and processes are in place to deliver UCL’s 2022-27 strategic plan and for enabling colleagues in faculties and departments across the organisation to build critical personal, professional and leadership skills to deliver it. UCL has a strong commitment to equality, diversity and inclusion, and proudly participates in Athena SWAN and Race Equality, Supporting equity of opportunity is key to our talent, learning and leadership development practices and is a fundamental pillar of what we do.

https://www.ucl.ac.uk/ (opens in new tab)

After this apprenticeship

  • Continue working for UCL

Ask a question

The contact for this apprenticeship is:

EALING, HAMMERSMITH & WEST LONDON COLLEGE

Anthony Lowe

a.lowe@wlc.ac.uk

07881922192

The reference code for this apprenticeship is VAC1000297544.

Apply now

Closes in 16 days (Friday 7 February at 11:59pm)

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