Facilities and HR Administration Apprentice

Summary

We are looking for a motivated and enthusiastic Business Administrator Apprentice. If you're an ambitious individual looking to kickstart a rewarding career, we would love to hear from you. Cirencester Friendly Society is an equal opportunity employer, and we welcome applications from all suitable individuals.

Annual wage: £13,228.80 to £23,646.48 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday to Friday 8:30- 5:00
39 hours a week
Possible start date: Friday 1 November
Duration: 1 Year 5 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

As a Business Administrator Apprentice you will perform a variety of tasks, ranging from reception duties to customer service and business administration, requiring excellent communication and organisational skills.

Your responsibilities will include:

Reception and Customer Service: Maintaining the Reception desk and assisting the Facilities Manager in providing first-line contact for all internal and external customers, ensuring a welcoming and professional environment.
Access Control: Issuing and cancellation of security passes for employees and contractors, ensuring accurate records and compliance with company security policies.
Mail and Courier Management: Undertaking all postal duties, including sorting, scanning, and distributing incoming post, as well as franking and preparing outgoing mail. Organising couriers as needed to ensure timely delivery.
Inventory and Supplies Management: Ordering office supplies, stationery, and other materials to ensure the smooth running of Mutuality House, including stock control and supplier coordination.
Document Preparation and Management: Assisting in the preparation and maintenance of office documentation such as spreadsheets, databases, and both electronic and paper files, ensuring accuracy, confidentiality, and compliance with data protection regulations.
Health and Safety Support: Assisting the Facilities Manager with health and safety tasks, including managing first aid kits, coordinating fire drills, and ensuring general office safety compliance.
Event and Meeting Support: Supporting the organisation of internal meetings and events, including room bookings, refreshments, and setup of facilities.
General Administrative Support: Supporting daily operations and administration tasks, including answering phone calls, responding to emails, and assisting other departments as required to support overall business efficiency.

Where you’ll work

Mutuality House

The Mallards

Cirencester

Gloucestershire

GL7 5TQ

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

GINGER NUT MEDIA LIMITED

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

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.

Requirements

Desirable qualifications

GCSE in:

Maths and English (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
Administrative skills
Team working
Initiative

About this company

Being a mutual business means we’re member-owned and have no shareholders to pay – so every decision is made for people just like you. Adding value to your income protection contract is what matters most to us. With no shareholders, we are able to reinvest back into the business to improve our products and services. We’re committed to providing the best service possible. Over the years, we’ve won numerous industry awards, and we aim to win many more in the future.

https://cirencester-friendly.co.uk/ (opens in new tab)

Company benefits

Company pension Free parking Health & wellbeing programme On-site parking Paid volunteer time

After this apprenticeship

At Cirencester Friendly Society, we don't just offer a job, we offer a career path. We understand the potential in every individual, and we are committed to nurturing that potential. For the right candidate, upon successful completion of your apprenticeship, there will be an opportunity for a full-time position within our company.

As your skills and experience grow, so do your career opportunities.

We're looking forward to supporting someone at the start of their career.

Ask a question

The contact for this apprenticeship is:

Cirencester Friendly Society Ltd

Hannah Hockley

hannah@theapprenticeshippartner.co.uk

The reference code for this apprenticeship is VAC1000279459.

Apply now

Closes in 19 days (Friday 18 October at 11:59pm)

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