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Business Administration Apprentice East Sussex Foster Care Association

The role includes a varied range of administrative, office and project management support activities to facilitate the efficient operation of our Charity. E.g. telephone calls, writing reports and letters, creating and populating spreadsheets and electronic/hard copy filing, assisting in the implementation of events and activities.

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Closing date: 17 Dec 2021

Apprenticeship summary

  • Weekly wage


  • Working week

    Monday – Sunday You will be working 5 days a week. The days may vary depending on the business need at the time. You will have 2 days off each week

    Total hours per week: 30.00

  • Expected duration

    18 months

  • Possible start date

    20 Dec 2021

  • Date posted

    01 Sep 2021

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    1 available

Reporting to the Office Manager and Board of Trustees the successful applicant will have a varied role which will include the following:


Main Duties:

  • Answering, logging and dealing with incoming phone calls, ensuring all queries are responded to
  • Administrative duties including opening post, photocopying, bulk emailing, mail merge and filing documents into folders, mostly electronic but some manual
  • Maintaining and updating electronic records and project information in spreadsheet format, ensuring all information is collated and recorded accurately, gathering information for our many events, risk assessments and compiling confidential information on attendees
  • Awareness and implementation of data protection, Ethics & Diversity, GDPR regulations, confidentiality and safeguarding children
  • Ability to interact professionally with ESCC departments, including Social Workers
  • Preparation of agendas, minute taking & circulation of minutes for Trustee meetings, booking rooms and organising refreshments
  • Drafting, designing, formatting and printing documents such as leaflets and posters
  • Researching requests from the committee, recording outcomes & circulating information. Communications with stakeholders, professionals, organisations, our community partners, ESCC our funders and our members.
  • Creating quarterly newsletters in word or publisher, creating annual reports from written documentation, collating into one cohesive report 
  • Issuing thank you letters and flowers and gifts as directed 
  • Attending evening Committee meetings, held monthly, usually a Monday evening and alternating monthly with the office manager (currently on line)
  • Supporting the Trustees and Office Manager with running events, including attending in person, organising equipment, catering, paperwork and all necessary project management
  • Supporting the Trustees and Office Manager with bids for funding, grants and donation requests to fund projects
  • Supporting the maintenance of the organisation database, keeping records up to date, and recording actions taken
  • Ensure all communication is forwarded to the correct parties, acting as a communication relay
  • Assisting with financial control and record keeping including petty cash, donations, fundraising, banking and invoice forwarding, reconciliation of all funds received and expended
  • Assisting with maintaining the charities website and social media marketing, updating and developing as instructed
  • Working overtime when necessary to cover holidays and our planned activities - this may include occasional weekends and evenings 
  • To work supporting the Trustees and office manager in delivering a project or event including creative input and initiative, designing and creating the documentation necessary to record and deliver the project
  • Collating feedback from participants after events to feed back into continuous improvement of the delivery of events. Reporting back to providers of grants and funding, to show how their funds have made a difference to our members 

East Sussex College are the Training Provider for this apprenticeship

Full Training will be given

Requirements and prospects

Desired skills

  • Extreme attention to detail and accuracy with the pro-active skill to notice if something is missing or appears incorrect and ask
  • Professional communications at all times
  • Ability to talk to a wide range of children and adults in an appropriate and professional manner
  • Computer and internet skills, ability to learn new programmes
  • Ability to work independently, as well as remote working and working in teams
  • Dedicated focus on time management to prioritise workload and tasks in hand
  • Competency in Microsoft Word and Excel, Maths and English

Personal qualities

  • Self motivation
  • Ability to listen and think things through
  • Positive attitude and disposition to problem solving, often within a team effort
  • An appreciation, interest, experience or lived experience in working with Looked after Children and their Foster Carers
  • An understanding of the confidentiality issues surrounding the work of the Association, Fostering and the needs of all our members

Desired qualifications

GCSE English & maths grade C / 4 or above (or equivalent qualifications) desirable

Future prospects

Potential permanent full-time employment on successful completion of the apprenticeship

Things to consider

The post holder will be subject to a DBS (Disclosure Barring Service) check

About the employer

East Sussex Foster Care Association is a local independent charity serving the needs of foster carers, their families and the children who are placed in their care by the local authority


East Sussex Foster Care Association


4th Floor


Upperton Road


BN21 1EP

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Training provider


Applications for this apprenticeship are being processed by Sussex Coast College Hastings


Gill Ramsay 07848 439561

East Sussex College will provide the apprenticeship framework which will include competence/ Diploma, Functional Skills

East Sussex College will ensure Health & Safety, and Equality & Diversity.

State any other training you as an employer would be providing.

All induction training and any IT systems training

Any training necessary to allow the post holder to succeed in their rol

Apprenticeship standard

Business administrator

Level 3 (A level)

Before you apply

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