Apprentice Administrator Assistant - Examinations Department Care First Training Ltd

Care First Training are looking for a dynamic, motivated and committed individual to undertake various clerical and administrative duties to ensure the efficient running of a fast paced business.

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Closing date: 13 Nov 2017

Apprenticeship summary

  • Weekly wage

    £141.75 - £246.75

    Wages explained

    The current National Minimum Wage rates are £4.05 an hour for 16 - 17 year olds, £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

    9 to 5 Monday to Friday

    Total hours per week: 35.00

  • Apprenticeship duration

    12 months

  • Possible start date

    14 Nov 2017

  • Date posted

    28 Oct 2016

  • Apprenticeship level

    Intermediate Level Apprenticeship

  • Reference number


  • Positions

    1 available


  • To register candidates with external examination bodies as outlined in company procedures
  • To ensure that all candidate data entered in to the Awarding Body database is correct and is updated where necessary, including the deletion of candidates who are withdrawn
  • To ensure that the company database is kept up to date with the details of any registrations made


  • To monitor the expenditure of the Exams Department and ensure that it does not exceed the budget set by the Finance Manager
  • To keep accurate and up to date records of all money spent in the course of administrative duties
  • To reconcile invoices received against records kept to ensure that invoices are correct
  • To send copies of invoices to the Finance Manager
  • To query any invoices which do not reconcile with the relevant Awarding Body
  • To arrange for the deletion and refund of any candidates who are withdrawn within the time line specified by the Awarding Body
  • To assist in providing regular analysis of expenditure and expected spend in the year against budgets


  • To book on all paper and online tests requested by Assessors in line with company policy
  • To keep up to date and accurate records of all tests booked on
  • To regularly check the results of tests sat, update Assessors and provide any necessary evidence for learner portfolios
  • To organise the downloading and installation of test software for Assessors to use
  • To be a point of contact for assistance with any technical issues Assessors experience whilst carrying out tests
  • To assist the Awarding Body in following up on any test files which are not uploaded or are uploaded incorrectly
  • To ensure that Assessors are aware of Paper test windows and the deadlines for submitting information to the Awarding Body
  • To organise the distribution of exam papers in advance of paper tests, and the collection and dispatch to the Awarding Body of exam papers once tests have taken place
  • To provide details of tests taking place to external bodies when required
  • To assist the management with producing and analysing data on pass rates and any other statistics required


  • To ensure that all certificates received are processed in a timely fashion as outlined by company procedures
  • To keep up to date records of all certificates applied for and received
  • To check and file all completion paperwork on receipt from Assessors
  • To ensure that all completions are quality checked by a Delivery Manager before being certificated
  • To apply for all certificates in a timely fashion, as outlined by company procedures
  • To ensure that Assessors and the Contracts team are updated when all certificates, whether component or framework completion, are received
  • To ensure the that Contracts team are updated when a full framework certificate is applied for, and to provide all relevant information
  • To follow up with the relevant internal or external bodies whenever a certificate is not released or rejected
  • To issue completion emails in line with company procedure
  • To arrange for dispatch or postage of certificates when required
  • To maintain the paper and online files and archive folder of certificates
  • To work with the Delivery Management to ensure that all completions are submitted within their 90 day timely date where possible
  • To liaise with the external Awarding Bodies regarding certificates and the transfer of results where necessary


  • To deal with all internal and external enquiries to the department in a professional and an effective manner
  • To liaise with staff across the Company to carry out duties consistent with the company’s standard to meet customer requirements
  • Responsibility for the upkeep and data entry to the Company databases
  • Responsibility for implementing and maintaining the relevant filing system
  • To assist the IT Manager in maintaining logical storage of all electronic data
  • Responsibility for carrying out duties and responsibilities in accordance with Company's Health and Safety policy and relevant Health and Safety legislation, to include assisting the Health and Safety Representative ensure that a safe office and working environment is provided for all staff and visitors to the Company offices
  • Responsibility for ensuring that the promotion of equal opportunities is integral to all aspects of training given and work in general
  • To ensure that appropriate budget management and control systems are complied with
  • To participate in staff supervision and in team meetings, including a positive involvement with in-service training and development programmes
  • To engage with and fund raise for the companies charities during company organised or sponsored events
  • Use and assist others to use information technology systems to carry out duties in the most efficient and effective manner
  • To ensure that processing of data is within the purposes outlined with the Data Protection Commissioner, especially when sending data to external organisations
  • To carry out other reasonable minor and non-recurring duties appropriate and in general accordance to the post

Requirements and prospects

Desired skills

  • Good communication skills
  • Enthusiastic
  • Passionate
  • Ambitious
  • Motivated
  • Team Player

Personal qualities

  • Attention to detail
  • Organised
  • Good IT Skills
  • Good initiative

Qualifications required

GCSE C or above in Maths and English preferable (or equivalent)

Future prospects

Further Training, progression within the company, potential full time employment and wage increase based on performance.

About the employer

Care First Training Limited were established in 2004 as a Not For Profit organisation. A Care Sector specialist in the training and development of both unemployed and employed individuals, Care First has overseen the expansion and development of numerous clients and partnership organisations. Having enabled a huge amount of individuals to start, build and progress in a career and industry of their choice, we are proud to continue our own ongoing development as a forward thinking, innovative company. Evolving to now offer financially feasible, flexible recruitment and training solutions, Care First are passionate about providing organisations and individuals with the training and support they need to progress in life and in business.


Care First Training Ltd


Jubilee House

The Drive

Great Warley


CM13 3FR

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Training provider

  • Business Administration Level 2/3
  • Technical Certificate Level 2/3
  • Functional Skills Level 1/2 in English, Maths and ICT (if required)
  • Employment Rights and Responsibilities (ERR)
  • Personal Learning and Thinking Skills (PLTS)

Apprenticeship framework

Business and Administration

Training provider


Applications for this apprenticeship are being processed by Care First Training Limited


Johan 01277725972

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Closing date: 13 Nov 2017