Summary
The Apprentice Admin Assistant will play a critical part in the smooth and efficient running of designated offices. Working alongside Site CoOrdinator’s and/or Assistant Employment Advisors, the apprentice will provide support for our office teams. They will oversee a variety of administrative and clerical activities, including finance duties.
Annual wage
£14,000 a year
Training course
Business administrator (level 3)
Hours
Monday to Thursday, 8.30am – 5.00pm. Friday, 8.30am - 4.30pm. 1 hour unpaid lunch break.
37 hours 30 minutes a week
Possible start date
Monday 3 February
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
The Apprentice Administration Apprentice will play a critical part in the smooth and efficient running of designated offices. Working alongside Site Co-Ordinators and or Assistant Employment Advisors, the apprentice Admin Assistant will provide consistent, courteous support for our office teams. They will oversee a variety of administrative and clerical activities, including finance duties.
This role is suitable for someone starting their office-based career. Training will be provided through classroom and on-the-job learning.
* Greeting office visitors and signposting them to appropriate people or designated area
* Undertake basic office tasks, such as filing, preparing meeting/training areas and presentation materials, delivering mail and data entry
* Handle inbound/outbound phone calls and respond to other message types as required (email, SMS, etc).
* Coordinating schedules and managing calendars
* Supporting onboarding of participants onto programme
* Entering and updating company, employee, and client records
* Ordering, storing, and distributing office supplies and maintaining, repairing, or replacing office equipment
* Directing, reviewing, and optimising office operations to increase accuracy, productivity, and efficiency and reduce costs
* Managing the office petty cash including distributing travel costs, scanning receipts and completing financial returns
* Supporting the office with any other admin duties as required.
Please note in the role of Admin Apprentice the successful candidate will work or have contact with participants some of whom will have MAPPA restrictions (Multi-Agency Public Protection Arrangements). Due to the restrictions placed on some of our MAPPA customers they would not be able to engage in any contact, whether that be written, verbal, via IT applications or face to face with individuals under the age of 18. Therefore, we are unable to employ anyone who is not aged 18 or over.
Where you’ll work
Maddox Offices Ltd
County House
St. Marys Street
Worcester
WR1 1HB
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
SEETEC BUSINESS TECHNOLOGY CENTRE LIMITED
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
On-the-job training delivered by the employer.
Apprentices without Level 2 English and maths will need to achieve this level prior to taking the end-point assessment. For those with an education, health and care plan or a legacy statement, the apprenticeship English and mathematics minimum requirement is Entry Level.
Allocation of an apprenticeship delivery coach who will carry out regular training.
Assessment and support visits to ensure you acquire new learning, knowledge, skills and behaviours in order to progress and develop. Identify, track and support 6 hours off-the-job training activities. Quarterly formal progress review meetings, identifying learning achievements and next steps.
Requirements
Essential qualifications
GCSE in:
* Maths and English (grade A*-C/ 4-9)
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
* Administrative skills
* Team working
* Willingness to learn
* Ability to work to deadlines
* Professional & Confident
Other requirements
Please note in the role of Admin Apprentice the successful candidate will work or have contact with participants some of whom will have MAPPA restrictions (Multi-Agency Public Protection Arrangements). Due to the restrictions placed on some of our MAPPA customers they would not be able to engage in any contact, whether that be written, verbal, via IT applications or face to face with individuals under the age of 18. Therefore, we are unable to employ anyone who is not aged 18 or over. All successful candidates must clear a DBS check prior to start date being confirmed.