Summary
The Project Coordinator Administration Apprentice based in Brighton will play an instrumental role in the day-to-day running and organisational needs of the business. This individual will work closely and collaboratively with the Business Development Manager and Managing Director.
Wage
£16,000 a year
£16,000 to £19,000, subject to experience.
Training course
Business administrator (level 3)
Hours
Monday to Friday 9:00am - 5:00pm
30 hours a week
Start date
Monday 26 May 2025
Duration
1 year 6 months
Positions available
1
Work
Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.
What you’ll do at work
Assistant to develop best practice around project management and organisational tools. Core responsibilities include, but are not limited to, coordinating logistics, scheduling training sessions, liaising with trainers, facilitators, and clients, and ensuring all necessary materials and resources are available. Additionally, handling administrative tasks such as maintaining records, processing registrations, managing budgets, and tracking project progress. The project coordinator and administrator will also need to be conscious of ensuring client satisfaction by maintaining frequent and consistent communication on a regular basis.
Responsibilities & Accountabilities
* Training Coordination: Schedule and organise training sessions, ensuring trainers, venues, and materials are in place.
* Client and Trainer Liaison: Communicate with clients and trainers to confirm requirements, schedules, and expectations.
* Administrative Support: Manage training records, attendance, and documentation to ensure accurate record-keeping.
* Logistics Management: Arrange venues, equipment, and online platforms for training delivery.
* Project Tracking: Monitor project timelines, deliverables, and budgets to ensure smooth execution.
* Compliance & Reporting: Ensure training programs adhere to industry standards and company policies; prepare reports as needed.
* Financial Coordination: Process invoices, track expenses, and manage budgets for training projects, issue invoicing.
* Issue Resolution: Troubleshoot scheduling conflicts, logistical challenges, and administrative issues as they arise.
* Process Improvement: Identify opportunities to streamline workflows and enhance training efficiency, creating innovative ways to track and monitor projects effectively.
* Understand Professional Learning, Development and Training market and LearningCog’s position & direction.
* Lend support to the internal office team as business requires and promote continuity within the group by being a supportive and uplifting team member.
* Work together with the internal team to ensure case studies & testimonials are captured and leveraged through appropriate communications.
* Participate in regular training/ learning activities to maintain and develop skills and knowledge.
* Administrative support to business management to ensure customer needs are taken care of as and when needed.
* Any other reasonable duties as required.
Competencies/Skills
This individual must possess strong organisational and time management skills to efficiently handle multiple training projects and deadlines. Excellent communication and interpersonal skills are essential for liaising with clients, trainers, and internal teams. The role requires attention to detail and problem-solving abilities to manage logistics, resolve scheduling conflicts, and ensure the smooth execution of training programs. Proficiency in administrative tasks, including document management, budgeting, and reporting, is crucial, along with technical skills to navigate learning management systems, scheduling software, and virtual training platforms. The ability to work independently and as part of a team, maintain
confidentiality, and adapt to changing priorities ensures success in this dynamic role.
Knowledge of the Insights Discovery platform and psychometric tool would be beneficial but not an essential requirement.
Your performance and development in the role will be discussed with you in a quarterly Personal Development Review (PDR) meeting and on a more in-depth basis annually. Your performance will be measured by:
● Meeting monthly agreed KPI’s
● Assessment of achievement of personal and business objectives
● Assessment against competencies defined in this Job Profile
Where you’ll work
Sussex Innovation Centre
Science Park Square, Falmer
Brighton
BN1 9SB
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
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 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
* Logical
* Team working
* Creative
* Initiative
* Non judgemental
* Patience
Other requirements
This Apprenticeship offers a flexible hybrid working arrangement. When working on-site, you will be based at the Sussex Innovation Centre, Science Park Square, Falmer, Brighton BN1 9SB.