Apprentice School Administrator

Summary

We are looking to recruit an enthusiastic Receptionist/Administration Apprentice to our school to support our busy front office. You will be involved in all aspects of running a busy school office and will be required to deal with both parents and children as well as support the administration of the school leadership team.

Wage

£14,526.20 for your first year, then could increase depending on your age

National Minimum Wage rate for apprentices

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This role is a 'term time only' position and you are paid for the 38 school weeks plus holiday pay (holidays to be taken in school holidays). The actual annual salary is £12315.71 and this will be paid equally every month ie £1026.31 per month

Training course

Business administrator (level 3)

Hours

Mon-Thu : 8am to 4pm Fri : 8am to 3.30pm (with 30 mins lunch break) 37 hours per week (Term Time only)

37 hours a week

Start date

Friday 2 May 2025

Duration

2 years

Positions available

1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you’ll do at work

You will be part of the team providing general clerical and administrative support, for example, photocopying, filing, answering the telephone, sending emails, dealing with outside agencies and responding to routine correspondence. You will also provide first aid support to children (following specific training) and maintain records and communications for first aid given during the school day (eg medicines given and treatment for minor bumps and bruises)

Duties include:

To receive visitors to the school and to communicate with courtesy and clarity to all
To produce reports for example, absentees, class lists
Deal with requests from Local Authority on roll numbers.
Ensure Coolmilk and fruit administration is maintained accurate.
To produce a weekly newsletter and termly menu and distribute to all parents via Bromcom.
Deal with administration for pupil requests for holidays; liaising between the Head of School and parents with regards to whether the holiday has been authorised or not.
Answer the doorbell when the main gate is closed an accompany stakeholders onto the premises.
To answer all phone calls in a professional and timely manner
To retrieve, deliver and update telephone messages
To assist with the pupil registration process and maintain accurate records of pupils leaving school during the school day.
To maintain accurate records of the arrival and departure of visitors via the Inventory System.
To utilise technology to ensure effective communication with staff, parents and other groups.
To maintain the office email system.
To provide general administrative services to pupils, staff and other groups.
To ensure that the reception area is kept tidy, informative and welcoming.
To receive and check deliveries, ensure that all is distributed correctly and liaise with Finance Officer with any discrepancies.
Responsibility for Data Protection
Maintain the security and confidentiality of student, staff and school data by adhering to the school’s data protection policies.
Process, store and share data in accordance with the UK GDPR and Data Protection Act 2018.
Support the DPO in maintaining data protection compliance by reporting any breaches, potential breaches, or subject access requests (SAR)
Attend data protection training as required
Whilst every effort is made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. Employees will be expected to comply.
Be the first point of call for children coming to the office for first aid - plasters, cold compress etc and providing scheduled medicines and communicating with parents/guardians if children require collection
To form part of the office team to support the smooth and efficient running of the school

Where you’ll work

Furley Park Primary School
Reed Crescent Park Farm
Ashford
TN23 3PA

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

College or training organisation

KENT COUNTY COUNCIL

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

On the job training with the employer whilst working towards the Apprenticeship Standard - Business administrators have a highly transferable set of knowledge, skills and behaviours that can be applied in all sectors. This includes small and large businesses alike; from the public sector, private sector and charitable sector. The role may involve working independently or as part of a team and will involve developing, implementing, maintaining and improving administrative services. Business administrators develop key skills and behaviours to support their own progression towards management responsibilities.

Regular work based assessments/observations carried out by Kent Training & Apprenticeships Tutor Assessor, to determine competency and meet with Awarding Body standards.

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
Customer care skills
Problem solving skills
Administrative skills
Number skills
Analytical skills
Logical
Team working
Creative
Initiative
Non judgemental
Patience
understanding Confidentiality

About this company

At Furley Park Primary Academy we aim to provide a safe, caring, supportive and stimulating environment with high quality teaching to achieve for all. We want Furley Park Primary Academy to be the best place for children who come to learn; where they are surrounded by adults who are positive and show a love for learning; where we dare to be bold and different! All who work at our academy believe that it is vital that we are all responsible for improving the basic skills of all children and also to support the raising of standards for everyone.

https://www.furleypark.org.uk (opens in new tab)

Company benefits

Employees are able to join the trust private medical healthcare scheme with Benenden, and be able to access the Kent Rewards schemewhich offers discounts on a number of activities and in shops

After this apprenticeship

Potential for permanent employment for the right candidate.
Opportunity to progress to higher level apprenticeships.
Being an apprentice will help you develop professional skills whilst earning a salary with some of Kent’s best companies.
Gain professional skills and experience to enhance your CV and make it more attractive to potential employers.

Ask a question

The contact for this apprenticeship is:

KENT COUNTY COUNCIL

Kent Training and Apprenticeships Business Support Team

KT&A@kent.gov.uk

08007314297

The reference code for this apprenticeship is VAC1000314234.

Apply now

Closes in 10 days (Thursday 1 May 2025)

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Company’s application instructions

This employer has requested all applicants to apply through Kent Training and Apprenticeships online application system. Therefore, to apply for this position, please click on the link below and follow the online instructions.

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