Apprentice Administration Officer

United Kingdom
£14,698.00 - £14,698.00
Dec 18, 2020
Jan 17, 2021
Organization Type
University and College
Full Time
College of Life and Environmental Sciences

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is Apprentice Band 300 - £14,698 per annum, with progression after 12 months in post to £18,373

Band 300

Fixed Term Contract for 15 months - 3 positions

Closing date 3 January 2021

Apprenticeship summary

This apprenticeship is an exciting opportunity to work within the College of Life and Environmental Sciences and is designed to provide a wide range of administration experience. Working across various administration teams across the College. This will include Operations, programme administration, and Technology and Facilities. Your time will be split across the different areas and teams as required.

The role will primarily be responsible for providing a wide range of duties encompassing day-to-day office duties including finance and HR support, health and safety and compliance tracking, event support and marketing, including e-learning/web resource updating.

This role will provide support to the school for Operations including administration and project support to Heads of Education and Research and deputising for the Head of School PA.

Due to the wide-ranging activities directly undertaken, the role is necessarily broad in scope and the post-holder will have the opportunity to experience and learn about many aspects of the College. The post-holder will benefit from working in a supportive environment with access to peers and senior colleagues who will mentor and encourage personal and professional development.

Main Duties

The apprentice will be learning and developing skills in the following areas:
  • Office Duties
  • General office duties such as photocopying/answering emails, telephone calls, and post.
  • Signposting students and visitors to the right place, greeting visitors and people coming for events and interviews.
  • Ensuring relevant School information is up to date and working with the relevant people in the College to ensure this is correct e.g. Facilities Manager for telephone lists, Health and Safety Manager for First Aid
  • Assisting with Finance tasks such as checking expenses, ordering goods, running reports and liaison with all areas of finance
  • Assisting with HR processes such as recruitment including Taleo. This will include right to work checks, populating casual work and CPAG related tasks
  • To assist with running the process for work experience/widening participation within the College
  • To assist with ensuring the College training records are in place (Fire Safety, Data Protection, Information Security) and working with the Ops Manager and Health and Safety Manager in chasing up non-completers/attenders
  • Support Operations Managers WAM leads with data input for the Work Allocation Model System
  • Communication and Events
  • The posts will require a high level of communication both verbally and in writing (email, web).
  • Answering telephones, taking and passing on messages and resolving straightforward queries and escalating issues that are more complex.
  • Emailing colleagues, including senior members of staff, for example to confirm a meeting
  • Updating specific pages on the College Intranet and e-learning system (canvas) including updating information and creating content
  • Respond (where appropriate) to external enquiries and logging the source of the enquiries and our actions.
  • Supporting/advertising and organising seminars for the Schools across the College
  • Responsible for the advertising on the School general AV screens
  • Executive Support
  • Committee support including minute taking, organising meetings and dissemination of documents committee members.
  • Facilitation and co-ordination of projects as required in support of the Heads of Education and Research.
  • Deputising for Head of School PA's for all committees, diary management, HR and recruitment and any other duties associated with the PA role.

Other Duties
  • The School Operations Manager will direct any other reasonable duties, which may be appropriate. This may include duties on behalf of the School, College or support for a Senior Colleague. The post holder may also be required to work in any other part of the College.

In all of the above, the post holder would be required to ensure the highest standards of confidentiality and professional conduct.
  • This apprenticeship would suit:
  • Someone with an interest in learning how a busy office environment operates, particularly in support of senior management
  • A proactive individual able to juggle multiple tasks
  • A good communicator with the ability to develop good working relationships with a range of academic and non-academic colleagues
  • An enthusiastic person with a willingness to go the extra mile
  • Someone with excellent attention to detail
  • A confident person, willing to get involved in new activities and willing to seek guidance where appropriate
  • Someone who is happy to balance routine office work with more ad-hoc activities within the school.

Required Knowledge, Skills, Qualifications, Experience
  • A minimum of Grade C in GCSE Maths and English
  • An ability to communicate appropriately with colleagues of all levels both in verbal and in written form
  • Competency in word processing using MS word and basic functions on MS Excel and PowerPoint.
  • Confident and inquisitive with a desire to learn and develop within the role.
  • Ability to work on pre-set tasks with supervision
  • Some experience and /or understanding of the expectations of working in a professional office environment
  • Career Pathway
  • Office support or administrator - Using office software; data entry and management; internet and email communications
  • Personal assistant - Using internet and email; researching for and preparing presentations, Preparing presentations or handouts; keeping records using databases or spreadsheets, diary management
  • Events administrator - Supporting a calendar of events involving different stakeholders, invitees and logistical requirements

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