Administration Apprentice J3376

Summary

We have an excellent opportunity for an apprentice to be supported and trained to become an efficient and effective administrator within a school in Cotham. You will be supported by your line management and the wider school team to learn a variety of new skills to help you achieve your qualification.

Annual wage

£12,313.60 a year

Minimum wage rates (opens in new tab)

You will be paid pro-rata so you are paid during all school holidays - you are only required to attend work in term time

Training course

Business administrator (level 3)

Hours

Monday to Thursday 8.00am to 4.00pm or 8.30am to 4.30pm & Friday 8.00am or 8.30pm to 3.30pm or 4.00pm with ½ hour unpaid lunch on all days

37 hours a week

Possible start date

Monday 25 November

Duration

2 years

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

MAIN DUTIES AND RESPONSIBILITIES

Provide a comprehensive administrative and customer focused service
Prepare letters, reports, flyers, newsletters, posters, weekly mailing, forms and templates on behalf of school staff
Undertake secretarial duties such as preparation of papers for meetings and taking and typing up minutes of meetings
Work with the administrative team to ensure that all work received into the office via the Admin Helpdesk is completed in line with agreed timeframes
Undertake data entry for example, assessments on pupil progress and attendance, and admissions and entrants
Use ICT systems and programmes to assist in the production of reports such as transfer data, term and annual attendance returns and other school data returns such as the annual school census
Undertake receptionist duties on the School Receptions as and when required, welcoming and assisting visitors to the school in accordance with security procedures, taking telephone calls and operating the switchboard. Deal with the receipt of deliveries and contact the necessary department or site team member for collection
The post holder will be required to assist in the organisation and administration of school services such as room bookings, arranging dates for school photographs, visits by health professionals, free school meals
The post holder may be required to make contact with parents on a range of non-contentious issues and act as a point of first contact for parents and carers and prospective parents and carers

General Duties:

Comply with the requirements of health and safety, other relevant legislation and school policies and to understand and comply with the school’s Equal Opportunities Policy
Maintaining high and professional standards as the front-line service to the school. To contribute to the overall ethos/work/aims of the school
Support the main administrative function within the school
Be aware of and comply with policies and procedures relating to safeguarding, health, safety and security, confidentiality and data protection, reporting all concerns to the appropriate person
Be aware of and support services to ensure all pupils have equal access to opportunities in which to learn and develop
To participate in the school’s performance management scheme, ensuring that performance standards and targets are set and met within the agreed time scale and taking personal responsibility for professional development in discussion with the line manager
Undertake any reasonable duties from time to time commensurate with the grade of the post

This job description does not define in detail all duties or responsibilities of the post. It will be reviewed and may be subject to modification or amendment after consultation with the post holder.

Where you’ll work

Cotham Lawn Road

Cotham

Bristol

BS6 6DT

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

GLOUCESTERSHIRE 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 Apprenticeship standard consists of:

Level 3 Business Administration
Functional Skills Maths and English (If required)
Technical Competencies
Technical knowledge and understanding
Underpinning skills, attitudes and behaviours
End point assessment

You will need to pass an endpoint assessment in the form of a multiple-choice assessment, a project presentation and a portfolio interview.

Competency is assessed through a combination of methods in the workplace and you are visited regularly by your assessor. On completion, you will have gained knowledge about employment rights and responsibilities and will have the following qualifications in addition to the apprenticeship:

Level 2 Functional Skills qualification in English (if applicable)
Level 2 Functional Skills qualification in Mathematics (if applicable)
Level 2 Functional Skills qualification in Information and Communication Technology (if applicable)

The EPA consists of three elements (Knowledge Test, Core Knowledge, Skills and Behaviours, and a Portfolio Based Interview), All assessment methods need to be passed. Each assessment method should directly assess the knowledge, skills and behaviours of the Standard.

More training information

Workplace delivery

The apprenticeship will cover the following core areas:

Record and document production
Planning and organisation
Project management
Business fundamentals
Relevant regulation
Managing performance
Personal qualities
Responsibility

Benefits for learners:

Receive training from experts with years of industry experience
Gain a standard qualification as a Business Administrator
Become occupationally competent

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
Organisation skills
Customer care skills
Problem solving skills
Team working
Patience

Other requirements

It is imperative you understand the level of confidentiality required whilst in the post and the strict boundaries that are in place. The successful candidate will need to confident and assertive to follow the behaviour policy, you will be supported at every stage by a very friendly and experienced teaching staff group.

About this company

As an apprentice, South West Apprenticeship Company Limited, the Flexi Job Agency (FJA) will employ the successful candidate on behalf of this employer. 99% of our apprentices gain full-time employment with their host organisation after completing their apprenticeship or they have progressed onto higher qualifications. The experience and knowledge you gain, plus the relationships you develop, make it easier to progress quickly.

http://www.theswac.org.uk (opens in new tab)

Company benefits

Access to on line gyms and health sessions, Access to staff sports, Option to participate in the cycle to work scheme, Free annual flu jab, Apprentice Student Discount Card

After this apprenticeship

Potential progression into a full-time position within the school and wage increase, as well as further training within a supportive environment.

Ask a question

The contact for this apprenticeship is: