Apprentice Personal Assistant to Directors

Summary

As a Personal Assistant to the Leadership Team, you will manage and maintain positive relationships with internal and external stakeholders, providing a key enabling service which allows our leadership colleagues to function at their highest capacity and capability. You will provide an efficient service, remaining quick and calm under pressure.

Annual wage: £23,656 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday, the times may vary depending on the needs of the Service Area.
35 hours a week
Possible start date: Thursday 2 January
Duration: 1 year 6 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

Responsible for a comprehensive PA support service to the Directors.

The organisation of the Directors schedule through full diary management in a proactive, efficient, and confidential manner to ensure effective time management.

Ensure that a professional reception service is operated when dealing with visitors to the Corporate Director and Directors.

The management of incoming communications on behalf of the Directors - filtering emails and other general information, queries, phone calls and invitations, highlighting urgent correspondence as necessary.

The role will involve regular contact with the Leader, CEX, elected members, MP’s, Partner agencies and the media as well as a range of other agencies and will be responsible for the efficient and effective liaison between the Directors and key colleagues including the Director, Chief Executive, Leader of the Council, other elected Members, the management team and other officers within the organisation.

Where you’ll work

Cunard Building

Water Street

Liverpool

L3 1AH

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

MBKB LTD

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 Level 3 Business Administrator apprenticeship is delivered via online classroom and MSTeams meetings with your individual work coach

Requirements

Essential qualifications

GCSE in:

English (grade A*-C/9-4 or equivalent)
Maths (grade A*-C/9-4 or equivalent)

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
Logical
Team working

Other requirements

You will be required to prove your 5 GCSEs at grade A*-C/9-4 or equivalent with certificates (statement of results will not be taken).

About this company

The city of Liverpool is world-famous for its cultural offer, and our greatest asset is our people. Our residents deserve the very best from those who serve them and have a council they can be proud of - and you can help play a part in this. We value our employees and aim to create a positive, progressive, and open work culture that supports everyone to thrive.

Company benefits

Health and Wellbeing - offer including Employee assistance programme. Cycle to Work and Travel Pass Schemes. Family friendly policies with enhanced leave. Discounted Gym Memberships Employee Volunteering Scheme Medicash.

After this apprenticeship

Progression to a permanent position (subject to budget constraints)

Ask a question

The contact for this apprenticeship is:

MBKB LTD

apprentices@liverpool.gov.uk

The reference code for this apprenticeship is VAC1000287820.

Apply now

Closes in 11 days (Monday 2 December)

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.

Company’s application instructions

Please use the person specification to tell us how you meet the essential criteria. Please don't leave out any of your qualifications even if you have a degree, include your GCSE qualifications especially English and maths and don't forget to tell us the grades you achieved.

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