Apprentice Administration Assistant ORMISTON ACADEMIES TRUST

To provide clerical, administrative and routine financial support to underpin teaching, learning and school management within an office environment.

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Closing date: 30 Oct 2017

Apprenticeship summary

  • Weekly wage


    Wages explained

    The current National Minimum Wage for an apprentice is £3.50 an hour. This rate applies to apprentices under 19 and those aged 19 or over who are in their first year.
    Apprentices must be paid at least the minimum wage rate for their age if they are aged 19 or over and have completed their first year.
    The minimum wage rates are £5.60 an hour for 18-20 year olds and £7.05 for anyone aged 21 and over.
    Apprentices are paid for their normal working hours and training that’s part of their apprenticeship (usually one day per week).

  • Working week

    Monday - Friday, shifts TBC.

    Total hours per week: 35.00

  • Apprenticeship duration

    12 months

  • Possible start date

    01 Nov 2017

  • Date posted

    02 Oct 2017

  • Apprenticeship level

    Advanced Level Apprenticeship

  • Reference number


  • Positions

    1 available

  • Perform reception and telephone duties to provide courteous advice, information and help to staff, pupils, parents and the general public.           
  • Provide routine secretarial service e.g. confidential typing, arrange diary, provide refreshment, prepare routine draft agendas and take minutes to support effective management and decision making.
  • Undertake document and report preparation, storage, format, retrieval, amendment and transmission using IT skills and a range of technology to support information processing and communication.
  • Undertake order processing and resolve routine issues that arise to ensure that stock levels are maintained, non-routine items are procured and invoices are checked and passed on for authorisation.
  • Undertake cash collection duties and maintains appropriate records to ensure all cash is accounted for, balanced, recorded and routine anomalies resolved.
  • Develop simple manual and electronic indexes, filing and information storage and retrieval systems to record, process and report information.
  • Process, format and assemble documents records, information and data. Manipulate information and undertakes routine analysis to produce routine reports.
  • Issue and collect attendance registers and processes attendance returns. Resolves issues that arise to ensure that information and reporting is accurate and areas of concern are reported.
  • Assists in arranging schools trips, check venue and transport availability, makes and confirms booking, collects and records contributions.
  • Collates routine information for reviews from a number of sources, within the school and from outside the school to a specific deadline.
  • Provide basic administrative support to school governing bodies and committees and school support groups.
  • Observes and oversees pupils suffering minor injuries or ailments and take appropriate action.
  • Assists with checking and compiling reports, returns and inventory to comply with statutory requirements related to staff attendance and renumeration, sites and buildings and pupil related issues.
  • Monitors children’s and young people’s general conduct and behaviour throughout the school and intervene to resolve routine issues using appropriate techniques and skills to restore a safe and calm atmosphere conducive to learning and ensure the safety and wellbeing of pupils, staff and visitors.
  • For serious issues, where appropriated, advises children and young people of their responsibilities and the possible consequences of their actions. Engages immediate assistance from qualified colleagues and supports them to restore a safe and calm atmosphere conducive to learning and ensure the safety and wellbeing of pupils, staff and visitors.
  • For very serious incidents engages immediate assistance from senior colleagues or in extreme cases the emergency services to provide an appropriate response to restore a safe and calm atmosphere conducive to learning and ensure the safety and wellbeing of pupils, staff and visitors.

Supervision/management of people:

  • The postholder has no responsibility for supervision but will assist in the familiarisation of work duties to other colleagues.

Creativity and innovation:

  • The postholder will be required to use judgement and seek advice, as appropriate, when determining the most appropriate action from a range of alternative options, deciding the order in which duties are undertaken and when to involve senior staff.

Contacts and relationships:

  • All school staff to discuss work issues and determine priorities.
  • Visitors and pupils to provide advice, information, instruction and resolve issues that arise.
  • Daily contacts with a range of colleagues both teaching and non-teaching staff to determine priorities and highlight areas of concern.
  • Contacts with pupils and parents in matters relating to educational records or enquiries.
  • Goods and services suppliers to resolve routine issues that arise related to purchase, delivery and pricing.


  • Discretion – decisions are within well defined procedure, policy, protocols and practice the postholder will be required to use initiative and discretion to resolve problems that arise. Direction is readily available from the line manager or other professional or senior staff.
  • Consequences – matters relating to the postholder’s discretion would be readily identified and amended if necessary.


  • No responsibility for resources.

Work environment:

Divided into 4 sub-categories as follows:

  1. Work demands – able to choose between a range of similar options to achieve routine planned objectives and deadlines.
  2. Physical demands – the work requires normal physical effort.
  3. Working conditions – the postholder will normally work in an office but may occasionally be required to visit locations throughout the school.
  4. Work context – the job requires direct contact with parents, pupils and visitors to the school.

Requirements and prospects

Desired skills

  • Good standard of education and in particular GCSE (or equivalent) A*-C grades in Maths and English.
  • Good communication and interpersonal skills with a broad range of people.
  • Ability to use tact and courtesy with staff, pupils and visitors to the school.
  • Ability to use a full range of office equipment and information processing technology to produce, amend and update information and documents, correspondence and reports.

Personal qualities

  • Ability to produce and amend complex word-processed documents.
  • Developed keyboard and IT skills.
  • Good literacy and numeracy skills.
  • Ability to represent and celebrate the values, culture and ethos of the school.
  • Knowledge of relevant polices, codes of practice and awareness of relevant legislation.
  • Understanding of the School and other relevant procedures and policies.
  • Ability to process orders and resolve routine issues that arise.
  • Ability to collect balance and record cash transactions and an awareness of the related financial processes.

Qualifications required

5 GCSEs (or equivalent) - A*-C grade, including English and Maths.

Future prospects

Possibility of employment or further study.

About the employer

Ormiston Maritime Academy is a vibrant, forward thinking academy providing a comprehensive and inclusive education to students from age 11–16. We moved into our new academy build in 2010, this has enabled us to provide students with state of the art facilities, enhancing learning further and highlighting the importance of technology within the society we live in. Exam results have improved steadily over the last few years and are predicted to rise further this year. We pride ourselves on being a values driven school and our ASPIRE (Achievement, Support, Perseverance, Independence, Respect and Enthusiasm) values are at the heart of academy life.




Westward Ho


DN34 5AH

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Training provider

  • Level 3 Laboratory and Science Technicians
  • Level 3 Technical Certificate
  • Level 2 Functional Skills
  • Employee Rights and Responsibilities (ERR)
  • Personal Learning and Thinking Skills (PLTS)

Apprenticeship framework

Unknown Framework

Training provider

Let Me Play Ltd

Applications for this apprenticeship are being processed by Let Me Play Ltd

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Closing date: 30 Oct 2017