Apprentice Operations Administrator

Summary

You will learn to provide end-to-end HR service administration support within the HR Operations Team in the Central Staff Hub. You will also learn to provide advice and guidance that is professional and customer focused at all times within our agreed service standards.

Annual wage

£20,693 a year

Minimum wage rates (opens in new tab)

Rising to £25,866. per annum after 12 months in post

Training course

Business administrator (level 3)

Hours

Usually Monday to Friday, 9am to 5pm

36 hours a week

Possible start date

Monday 10 March

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

Main duties the apprentice will learn:

Support managers, staff and wider HR colleagues through the provision of fit for purpose HR advice and processes by learning to:

Provide a knowledgeable, professional and efficient first line HR Service to the University.
Provide cover for both the reception area of HR Services and the telephones, ensuring that all visitors are greeted, and all telephone calls are answered.
Be responsible for self-allocation of work from within the HR Service Portal, ensuring that the response service standard is met (all cases should be assigned to a person within 24 hours of being raised).
Be the first point of contact for staff on all HR related enquiries, providing support where appropriate and triaging and escalating more complex queries.
Develop sound customer relations, taking the time to listen to customer requirements to ensure appropriate action is taken.
Take responsibility for resolving queries and delivering customer responses even when wider support or expertise is required.
Work collaboratively with both the admin coordinators and team colleagues in the prioritisation and handling of workloads, supporting others within HR Service Delivery and the wider HR function as required.
Use HR and IT systems such as but not limited to Oracle, Core and WCC.
Take responsibility for printing staff ID cards.
Deal with a full range of transactional work including but not limited to: Responding to basic policy queries, meeting the ‘one-touch’ aim of the HR Service.
Production of standard and manuals letters including: Increase/decrease of hours.
Regrades.
Sickness.
Payroll processing, including: Processing of joiners, transfers and leavers.
Processing of changes and post administration.
Maintenance of staff data within the HR systems; e.g. changes to name.
Processing of DBS and BPSS clearances and Research Passports.
Sending and chasing recruitment references.
Ensure staff personnel files and data in all HR systems is up to date, complete and in line with policy and good practice.

Where you’ll work

Edgbaston

Birmingham

West Midlands

B15 2TT

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

HIT TRAINING 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

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

Essential qualifications

GCSE in:

Maths & English (grade Grade 4 and 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
Customer care skills
Problem solving skills
Presentation skills
Administrative skills
Analytical skills
Logical
Team working
Creative
Initiative
Non judgemental
Patience

About this company

A world top 100 university and part of the prestigious Russell Group, the University of Birmingham makes important things happen. Delivering groundbreaking research and excellent research led teaching. People are at the heart of what we are and do. The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success. We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University. We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work. Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries. The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum, and botanical gardens.

https://www.birmingham.ac.uk/ (opens in new tab)

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

Administration Assistant
HR Administrator
Operations Assistant

Ask a question

The contact for this apprenticeship is:

HIT TRAINING LTD

The reference code for this apprenticeship is VAC1000292989.

Apply now

Closes in 21 days (Sunday 12 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.

Company’s application instructions

Please apply through our website and include an up to date C.V.

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