Business Admin Apprentice

Summary

To provide general administrative support for business activities and the team within All Formats and QAC Main Reception. The role is primarily based within All Formats, whilst working designated days and providing ad hoc cover for Reception.

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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Training course

Business administrator (level 3)

Hours

Monday to Friday, 9.00am - 5.00pm.

37 hours a week

Start date

Monday 19 May 2025

Duration

1 year 6 months

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

All Formats:

Updating Daily Management Information (MI) Reports and sending them to clients
Receiving daily deliveries from couriers, sorting, reconciling them and inputting them onto the All Formats network. Report any exceptions to the All Formats Team Leader
Assisting with daily postal duties, including sorting, franking, generating postal manifests ready for Royal Mail collection
Packaging and enveloping completed documents and checking contents of packaged documents
Answering All Formats telephone and directing call to correct individual
Responding to incoming emails
Assisting with the production of Sales Quotations and sending them to clients
Assisting in the preparation and production of monthly invoice requests
Monitoring stocks of stationery and ordering where required

Reception:

Providing Reception cover to support the team on designated days and additional holiday/absence and break cover, as required
Providing a professional and effective Reception service for the Charity, demonstrating excellent customer service skills as a first point of contact
Providing support with the visitor/contractor sign in/out protocols, to help ensure these are strictly adhered to and that visitors and contractors are parked in appropriate parking bays
Ensuring the Reception visitor check-in process is completed in an accurate and customer friendly manner, including the checking-in/photographic ID for all visitors, using QAC’s Visitor Photo ID system. Provide assistance for visitors using the system, as
required, including VI/accessibility assistance
Providing visitors/contractors with relevant information on arrival, including safeguarding information and emergency procedures
Support QAC safeguarding and security procedures and challenge as necessary
Receiving and handling internal/external telephone calls using the Reception telephone system, in a professional manner, ensuring queries are effectively managed and directed to the appropriate person

General Administration:

Liaising with different teams/departments to ensure an excellent level of service is provided
Following QAC Policies and Procedures
Maintaining and updating records and filing systems
Use of office equipment (photocopier, phone systems, franking machine, scanner etc.)

General:

Adhere to QAC’s Health and Safety Policy at all times, recognising responsibility for own safety and that of others
Act at all times in accordance with QAC Values of Respect, Excellence, Enabling, Collaboration and Inclusion and FREDIE (Fairness, Respect, Equality, Diversity, Inclusion and Engagement)
Comply with all QAC policies and procedures
Complete any training required for the role

Where you’ll work

Court Oak Road Harborne Birmingham
B17 9TG

Training

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

College or training organisation

HALESOWEN 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

The succesful apprentice will be allocated with an assessor who will visit them within teh workplace once every 6-8 weeks.

In addition, they will attend an online lesson one day per month.

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
Administrative skills
Analytical skills
Team working
Creative

About this company

The Queen Alexandra Charity, Birmingham has a mission to ‘empower young adults with learning difficulties and disabilities to achieve their ambitions and to lead fulfilling lives’ All Formats is a commercial enterprise operating within and wholly owned by the Queen Alexandra Charity, providing Braille Transcription Services, Large Print, Audio Transcription and Consultancy Services to a wide range of organisations, businesses and individuals.

After this apprenticeship

There is the potential of a permanent position for the succesful canidate, on completion of the apprenticeship.

Ask a question

The contact for this apprenticeship is:

HALESOWEN COLLEGE

Deborah Maley

dmaley@halesowen.ac.uk

01216027777

The reference code for this apprenticeship is VAC1000317670.

Apply now

Closes in 16 days (Friday 16 May 2025 at 11:59pm)

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