Apprentice Administration Assistant

Summary

You will play a crucial role in supporting Cloverleaf Advocacy's wide-ranging administrative needs, working as part of a supportive team based in our Head Office in Dewsbury. You may also be asked to travel to our other office bases in the area (for example Huddersfield, Halifax, Wakefield).

Annual wage: £12,480 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: 30-37.5 hours per week - shifts to be confirmed.
37 hours 30 minutes a week
Possible start date: Saturday 1 February
Duration: 1 year 9 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

Your role could involve preparing and presenting data, contacting people who may need our services, adding and updating information on our case management system, taking minutes or helping to organise events. Support as required to meet the needs and demands of the services and organisation.

Key Tasks:

To undertake a Level 3 Business Administration qualification as part of the apprenticeship training programme
To undertake basic administration tasks as required by the organisation
To take minutes and notes at meetings (in-person and over Teams)
Enter information into our case management system
Prepare statistical information for Service Managers
Contact people who have accessed our services to gather feedback
Help keep our intranet up to date and help manage electronic filing systems
Help with the formatting and presentation of documents/spreadsheets etc
Book rooms for meetings, training and events and help organise refreshments etc.
To work on small projects as requested
To follow Cloverleaf’s policies and procedures
To participate in training, supervision and team meetings and undertake appropriate learning opportunities.

Please note that we may also ask you to complete tasks and duties not listed in this job description. These would be discussed with you and based on your skills and experience, ensuring a flexible work environment.

Where you’ll work

5TH FLOOR

EMPIRE HOUSE

WAKEFIELD ROAD

DEWSBURY

WF12 8DJ

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

CALDERDALE 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 training plan has not been finalised. Check with this employer if you’ll need to travel to a college or training location for this apprenticeship.

Requirements

Desirable qualifications

GCSE in:

Maths and English (grade 4/C or above)

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
Initiative

About this company

Cloverleaf Advocacy is an independent charity, and all our services are free and confidential for those who need us. We know our stuff too. We've been around for 25 years and have a team of more than 100 highly-trained advocates available to help people across the North of England. Although we're not part of the NHS or social care services, we do understand how they work.

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

Information and Referral Co-ordinator, Project Assistant, Central Administrator

Ask a question

The contact for this apprenticeship is:

CALDERDALE COLLEGE

Shannon Ingham

Shannon.Ingham@calderdale.ac.uk

The reference code for this apprenticeship is VAC1000280471.

Apply now

Closes in 23 days (Wednesday 15 January)

When you apply, you’ll be asked to sign in with a GOV.UK One Login. You can create one at the same time as applying for this apprenticeship.

After signing in, you’ll apply for this apprenticeship on the company's website.

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