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Business Administrative Apprentice (Exams, Data and Systems) CABOT LEARNING FEDERATION

As an apprentice, you will be supporting our Professional Services team and primarily our Exams team to provide efficient support to all of our students. You will be involved in all aspects of our Exams, Data and Systems roles.

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Closing date: 04 Oct 2022

Apprenticeship summary

  • Weekly wage

    £177.97 to £351.50

    Wages explained

    Apprentices are paid for their normal working hours and training that's part of their apprenticeship (usually one day per week).

    Minimum Wage Rates
  • Working week

    Monday - Thursday, 08:15 - 16:15 and Friday, 08:15 - 15:45.

    Total hours per week: 37.00

  • Expected duration

    21 months

  • Possible start date

    17 Oct 2022

  • Date posted

    27 Jun 2022

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    2 available

Job Summary:

As an apprentice, you will be supporting our Professional Services team and primarily our Exams team to provide efficient support to all of our students. You will be involved in all aspects of our Exams, Data and Systems roles, learning to use accurate data and systems to ensure that all students are able to access exams fairly and in line with strict adherence to guidelines.

You will learn to collate and analyse data, follow and improve systems and processes and use IT to support a team of staff. You will also learn how different teams in the school operate, giving you a wide breadth of experience in many different roles. You will demonstrate strong communication skills (both written and verbal) and adopt a proactive approach to developing skills.

You will support with Exam Invigilation, accuracy of data entry, policy implementation and creating timetables and seating plans. You will also be expected to show initiative, managing priorities and own time, problem-solving skills, decision-making and the potential for people management responsibilities through mentoring or coaching others.

Please note that this role is term-time only with an additional 10 days that are worked during school holidays.

Primary Duties and Responsibilities:


  • Maintain effective working relationships with your line manager and team members to ensure an efficient administrative provision in the Academy
  • Form positive and professional relationships with students. Communicate effectively and act with empathy, compassion and respond sensitively to welfare and first aid related issues
  • When/if covering reception has a specific responsibility for safeguarding the welfare of children and young people within the Academy. Monitor those entering and leaving the site ensuring they are authorised to do so. Inform all visitors of the Academy’s safeguarding measures and ensure their presence is documented in accordance with safeguarding procedures
  • Communicate effectively and professionally with parents, students, the general public and external bodies in person, writing, electronically and by telephone
  • Establish and maintain productive working relationships with academy staff supporting them with administrative and relevant organisational requirements
  • Ensure all written and electronic data entry, reports, records, letters and other documentation are completed in an accurate, comprehensive and timely manner

People Management:

  • Provide advice and guidance to staff and students regarding the use of office equipment and administrative services available
  • Support students who require specific support in order to access exams, understanding their needs and being able to adapt to them
  • Support our team of Invigilators, including scheduling their working days

Resource Management:

  • Undertake routine administrative tasks including generating letters, preparing reports, data entry, mail merges, printing, photocopying and filing as required
  • Maintain computerised records and management information systems such as SIMs. Produce lists, reports and data as required
  • Assist with the organisation and administration of seating plans
  • When required support students, parents and/or carers in understanding exam requirements
  • Ensure accuracy of data entries

Decision Making:

  • Responsible for checking deadlines for own work and re-prioritising workload accordingly

Work Demands:

  • Work demands will range from planned day to day duties and responding to ad hoc enquiries and situations as they arise

Physical Demands:

  • Normal physical effort required

Working Conditions:

  • Work is academy based
  • Ensure that the office and administration areas are a clean and tidy environment

General Expectations:

Behaviour Expectations:

  • Establish High expectations for all that we seek to achieve
  • Create Equity of opportunity, removing disadvantage
  • Champion the success and life chances of All children
  • Furnish pupils and staff with the Resilience to succeed as lifelong learners
  • Promote Tolerance and respect for ourselves, our communities and our environment

Expectations of Job holder:

  • Be aware of and comply with CLF policies as set out in the CLF Employment Manual as well as individual academy policies and procedures
  • Be committed to safeguarding and promoting the welfare of children and young people
  • Ensure that the equal opportunities policy is adhered to and promoted in all aspects of the post holder’s work
  • Ensure effective quality control and continuous improvement in all aspects of the work and responsibilities attached to this post
  • Demonstrate professionalism towards sensitive and confidential information and adhere to data protection legislation
  • Comply with and promote Health and Safety policies and procedures and to undertake recommended Health and Safety training as and when necessary
  • Commit to professional self-development, such as through participation in inset training and professional services network as necessary for the successful carrying out of the job
  • Undertake such other duties as are commensurate with the grade of the post
  • The Academy is a designated non-smoking site


You are accountable to and will report to the Operations Manager but will work closely with the Exams team. You are expected to set the highest personal standards of performance for yourself, and with the support of your line manager, you are responsible for ensuring your own learning and development by way of work-based and /or other methods of study. Success will be measured through: Performance achievement of individual targets within the annual Appraisal process.

General notes:

This Academy is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment and individually take responsibility for doing so.

Your role will play a significate part in the monitoring of highlighted students as part of the safeguarding process. An enhanced DBS disclosure is required by all staff. This role involves some work with students and provides regular access to children, therefore is in regulated activity.

NB: This job description is designed to outline a range of main duties that may be encountered. It is not designed to be an exhaustive list of tasks and can be varied in consultation with the post holder in order to reflect changes in the job or the organisation.

Requirements and prospects

Desired skills

  • Good IT skills that include a working knowledge of Microsoft Office, e-mail and use of the internet
  • Good numeracy and literacy skills
  • Good keyboard skills
  • Excellent standard of verbal and written communication skills and ability to understand and convey information effectively
  • Excellent customer service and interpersonal skills

Personal qualities

  • Awareness of policies and procedures relating to child protection, health, safety and security, confidentiality and data protection
  • An understanding of office practice and protocol
  • Excellent telephone manner and ability to take accurate messages
  • Excellent accuracy and attention to detail
  • Good understanding and ability to use office equipment such as photocopiers
  • Able to learn, understand and apply relevant working processes and associated systems
  • Able to work in a discreet and sensitive manner being mindful of confidentiality at all times
  • Able to work flexibly, be highly organised and respond to unplanned situations
  • Able to work well within a team environment but also capable of using use own initiative
  • Able to provide a welcoming environment
  • Able to relate well to children, young people and adults

Personal attributes:

  • Well-presented and personable
  • Calm, patient and diplomatic when dealing with staff, students, parents and visitors
  • Articulate with a good standard of spoken and written English
  • A passion for working with and supporting children and young people
  • Hardworking and enthusiastic
  • Approachable and empathetic
  • Positive with a ‘can do’ attitude
  • Takes pride in a job well done


  • An understanding of acceptance and commitment to the fundamental principles of equal opportunities
  • Able to work in a way that promotes equality of opportunity and respect for diversity
  • Proactive and passionate about equality, diversity and inclusion
  • Ability to communicate effectively with people from a variety of backgrounds


  • Evidence of a commitment to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment
  • Able to work in a way that promotes the safety and well-being of children and young people
  • This role involves some work with students and provides regular access to children, therefore is in regulated activity

Desired qualifications

A good education with at least 3 GCSEs at grades A*-C/9-4 (or equivalent), including English and maths.

Appropriate first aid qualification or willingness to undertake training (where relevant)

Future prospects

You will be supported with progression upon completion of this apprenticeship.

Things to consider

Please note that this role is term-time only with an additional 10 days that are worked during school holidays.

About the employer

The Cabot Learning Federation is a diverse Multi-Academy Trust (MAT) in the South West. We currently sponsor eight secondary academies and eight primary academies, an all through provision, Digitech Studio School and a discrete Post 16 provision and an alternative provision which consists of one primary and two secondary phases. CLF is an Equal Opportunity Employer. The trust is proud to serve a diverse student population and their communities. We actively encourage applications from underrepresented groups including ethnicity, gender, transgender, age, disability, sexual orientation or religion. We are proud to be part of a vibrant community and celebrate the richness of cultures, faiths and backgrounds of our students. We aim to develop a curriculum that is responsive to our pupils needs and reflects their diverse interests and backgrounds.

CLF Post 16 is part of the Cabot Learning Federation (CLF). Our vision is to inspire young people to realise their potential and guide them to a bright future. CLF Post 16 engages with young people in our communities, inspiring and preparing them for the challenges of the 21st century. We are an inclusive, high-quality learning provision that raises the aspirations and life chances of all learners.




Brook Road


BS15 4JT

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Training provider


Applications for this apprenticeship are being processed by SOUTH GLOUCESTERSHIRE AND STROUD COLLEGE


Elaine Baillie 07920181729

Level 3 Business Administrator apprenticeship standard.

A standard contains a list of the skills, knowledge and behaviours an apprentice will need to have learned by the end of their apprenticeship. A portfolio will be compiled throughout the apprenticeship to reflect this and will include evidence collated from the work place such as, but not limited to, emails, letters, reports, presentations, appraisal information, and witness testimonies.

To achieve the full Level 3, all units of the Diploma must be passed, meeting the assessment criteria. College attendance for the delivery of the Diploma is mandatory for all apprentices.

Level 3 Diploma for the Business Administrator.


  • Principles of business administration
  • Personal and professional development
  • Managing performance
  • Your organisation
  • Communication in a business environment
  • Project management
  • ICT for business

Apprenticeship standard

Business administrator

Level 3 (A level)

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