Systems, Compliance and Business Support Apprentice

Summary

We have an exciting opportunity for a Systems, Compliance and Business Support Administrator Apprentice to join our Planned Division at Guildmore! You will be responsible for maintaining and optimising our Business Management Systems (BMS), including software solutions such as EasyBOP, while providing essential business support.

Annual wage: £18,000 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday – Friday, between 09.00-17.00.
30 hours a week
Possible start date: Monday 6 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

Responsibilities:
1. Systems Compliance (EasyBOP)

Maintain and Support: Maintain system usage for office and site-based operational staff. Uphold a ‘Super User’ role in the system with key responsibilities:
o Manage system users and security templates (create new users, assign projects and remove permission for users who no longer require access)
o Point of contact for trouble shooting and problem solving
o Set up new projects in the system, ensuring that configurations align with project-specific requirements, client needs, and data capture standards to meet compliance obligations.
Data Integrity and Accuracy: Ensure that data captured within the systems by operational teams is accurate, complete, and compliant. Implement checks and procedures to maintain data quality. Support users and operational teams where required to maintain data integrity.
Training and User Support: Provide training sessions and materials to ensure that all users understand and can effectively utilise the system's features. Address user queries and provide technical support as needed.
System-Driven Performance Reports: Create, maintain, and update performance reports using system data. Ensuring data capture is maintained to facilitate project performance reporting and provide weekly project performance reports to operational leads.

2. Business Support
We provide a resident-focused service and task our onsite operational teams to prioritise face-to-face interactions. As part of this role, you will support our busy customer service team with various administrative tasks:

Appointment Scheduling: Telephone calls to residents to make appointments inline with a booking schedule supplied by our operational teams. Update our process management system with notes on interactions.
Bulk Communications Prepare and organise the bulk distribution of all communications (letters, newsletters, booklets) to residents
Corporate Image Order corporate workwear as and when required including PPE clothing and materials, create and issue ID badges and maintain ID badge register.

3. Compliance

Ensure Adherence to Data Compliance Standards: Ensure that data capture, storage, and reporting within our systems comply with relevant legal and regulatory requirements, such as GDPR or industry-specific standards.
Internal Auditing and Reporting: Conduct regular audits of system data and processes to identify non-compliance issues or areas for improvement. Report findings to management and implement corrective actions.
Compliance Checks: Basic understanding and review of regulatory and compliance certificates required as part of our operational delivery. Perform quality checks on documents uploaded to our systems and verify hold points in our projects. Key documents may include fire stopping and door certificates, building control approvals, and asbestos reports.

Where you’ll work

61 Widmore Road

Bromley

BR1 3AA

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

LONDON SOUTH EAST COLLEGES

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

Provider: Bromley College of Further and Higher Education.

On programme Training:

Level 3 Business Administrator Apprenticeship Standard.
Level 2 Functional Skills in maths and English.
Institute of Apprenticeship Certificate.

End-Point Assessment (EPA)

Knowledge Training Test.
Skills Test.
Oral Questioning – underpinned by portfolio.

Requirements

Desirable qualifications

GCSE or equivalent in:

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

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
Problem solving skills
Presentation skills
Administrative skills
Number skills
Analytical skills
Logical
Team working
Creative
Initiative
Non judgemental
Patience

About this company

We specialise in mixed-use sites of from 15 to 150 homes. With strong experience in dealing with heritage assets, we’re happy to take on new-build and refurbishment projects.

http://www.guildmore.com (opens in new tab)

After this apprenticeship

Further progression may well be available in other areas within our sector, upon successful completion of a Level 3 Business Administration apprenticeship.

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