Summary
We are looking for an Office Administrator to provide office administration and coordination within the service department. You will gain a Level 3 Business Administration qualification.
Wage
£15,704 for your first year, then could increase depending on your age
National Minimum Wage rate for apprentices
Training course
Business administrator (level 3)
Hours
Monday – Friday 8am – 4.45pm, with 45 mins for lunch.
40 hours a week
Start date
Tuesday 29 April 2025
Duration
1 year 9 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
Main responsibilities:
* Answering calls for the service department.
* Logging, recording, and managing calls-outs including those that require access booking.
* Monitoring and managing jobs on the internal systems to ensure they are issued to engineers or subcontractors.
* Despatching customer calls to engineers and contractors.
* Booking access with customers for engineer visits.
* Raising purchase orders to contractors for call-outs or suppliers for equipment.
* Managing the engineers’ diaries and daily route planning.
* Receive engineer requests for training, tools, etc., and pass them on to the relevant supervisor.
* Managing and booking PPM’s (planned preventative maintenance).
* Creating and issuing of O&M documentation.
* Reporting on logged jobs, and engineer visits attended.
* Run, populate & manage reports for the maintenance division within AIS.
* Attend office or onsite meetings if required.
* Assisting with engineer/operatives timesheets.
* Typing and recording of invoices/payment applications.
* General administration duties that may also be required, i.e., scanning/filing or any reasonable request by manage mentor directors.
Areas of responsibility/accountability:
* Liaise with other departments within the business to help ensure the smooth and efficient passage of high-quality information and data.
* To help maintain (and improve) all of the company's procedures in accordance with the Health & Safety, Quality Management and Operational Systems.
* Meet company KPIs.
Where you’ll work
Unit 1
West Wing Sterling House
Langston Road
Loughton
IG10 3TS
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
College or training organisation
INTEC BUSINESS COLLEGES 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
* Business Administrator Level 3 programme
* End Point Assessment
* Work based Training
More training information
* Monthly assessor sessions throughout entire apprenticeship
* End Point Assessment preparation
* Assignments/Workbooks
* Guided Self-Study
* Quarterly progress Reviews
* Directed Learning & Observations
* Professional Discussions
* Training, Coaching & Feedback Sessions
Requirements
Essential qualifications
GCSE in:
* Mathematics & English (grade 9-4 (A*-C))
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
* Organisation skills
* Team working
* Hard working
* Bubbly personality
* Outgoing personality
Other requirements
Before applying check your commute.