Summary
An exciting opportunity to join Victoria Hall as a Centre Operations Officer Apprentice, supporting the management and smooth running of a vital community hub in Harrow. This role involves providing administrative support, assisting with bookings, and helping to ensure a welcoming environment for diverse users.
Wage
£23,933 a year
Training course
Business administrator (level 3)
Hours
Monday to Friday, 9am-5pm.
35 hours a week
Possible start date
Sunday 4 May
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
The key responsibilities include, but are not limited to:
General Administration:
* Organising and administrating meetings and events, including minute taking, coordinating board meetings, printing materials, booking meetings in diaries, arranging rooms and venue space
* Maintaining and streamlining operational data and processes on our IT systems, platforms and apps including Lemon Booking, Tag Venue, Outlook and Excel
* Researching rates and discounts for our systems and apps to ensure we’re being cost-effective
* Ordering marketing, office items, equipment, technology and other materials in line with the budget for staff and panellists to be able to do their roles
* Providing administrative and office management support for the Centre Manager and CEO
* Updating our website with new and relevant information.
* Booking training and events for staff and trustees
* Coordinating Board Meetings, Finance Committee Meetings, and minute-taking duties
* Works with the Centre Assistant to ensure ethical and safe storage of data
HR and Governance:
* Supports Centre Manager to create policies reflective of Victoria Hall’s mission
* Track organisational policy dates and review, develop and update procedures with support from HR consultants and Assistant Director
* Working with the Centre Manager and HR consultant to ensure our employment contracts are up to date and comply with current legislation
* Working with the Centre Manager and CEO to ensure we comply with governance duties and the Board are supported to fulfil their roles, including updating the Charity Commission, Trustee Recruitment and minute-taking at quarterly board meetings
Finance:
* General finance admin including gathering and filing of all evidence relating to income and expenditure, maintaining finance records and update organisation's chart of accounts
* Expenditure: Processing invoices and payments for debtors including hall bookings, staff expenses, and suppliers, carrying out due diligence on outgoing payments with internal teams
* Income: Liaise with creditors, other staff and accountants to collect payments from contractual partners and services delivered
* Working with the Centre Manager and CEO to manage the audit.
* Managing monthly deliverables including cashflow phasing and processing monthly bank reconciliation in relation to income and expenditure
* Working with CEO and Accountants to review finance processes regularly and track operational costs
Other Responsibilities:
* Supports with coordinating connections across the entire team and writing a monthly grantee newsletter
* You may occasionally be required to work outside of normal working hours to support the team with the delivery of various events.
* Attend ad contribute to team meetings and Victoria Hall’s Community Strategy and Delivery Plans
* Working with flexibility as part of a small team to achieve Victoria Hall’s overall aim of creating a connected and inclusive Harrow.
* Represent Victoria Hall at external events and meetings
Where you’ll work
Victoria Hall, Sheepcote Road
Harrow
HA1 2JE
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
College or training organisation
HRUC (HARROW, RICHMOND AND UXBRIDGE 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
* End point assessment
* Safeguarding
* Health & safety
* Fire warden
* CRM & finance systems training
Requirements
Essential qualifications
GCSE or equivalent in:
* English (grade 4-9)
* Maths (grade 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
* Problem solving skills
Other requirements
Be a 16+ years old, Harrow resident, former Harrow secondary school student or Harrow care leaver and you must NOT already have a level 3 qualification or higher in Business Administration.