Apprenticeship in Business Administration

Summary

An attractive opportunity for a individual, preferably living in Halstead, who would like to get qualified, and pursue a role in local government. This will involve providing services, taking payment, using digital systems to manage hall hire and allotment rental, answering the phone and sometimes advice face to face with members of the public.

Annual wage: £9,984 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday to Friday, 9.00am - 3.00pm, but with some variation according to hours worked by other members of staff. 30 minute lunch breaks.
30 hours a week
Possible start date: Friday 1 November
Duration: 1 Year 6 Months
Positions available: 1

Work

As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

What you’ll do at work

Answering the phone - the apprentice will answer all incoming calls, and will filter them and direct the calls to those in the organisation responsible for particular areas of the Council’s work. Where they are able they will answer queries and direct callers to other levels of local government where appropriate. Being able to do this will involve significant training in the work carried out by the council and responsibilities of members of staff. This will also necessitate developing good relationships with all members of the team and showing initiative in solving issues. A warm and friendly but professional approach to all callers is required, bearing in mind that some will be unhappy that they have received a penalty ticket and may have to pay a fine.
Providing services face to face with the public - the good understanding of the services which the council provides mentioned above is essential to this part of the job. The apprentice will need to develop the ability to decide what is a council matter and, if not, to be able to direct those asking for help to the most appropriate other agency. A friendly, upbeat manner should be maintained at all times.
Entering and using data on digital management systems - the apprentice should come to the post with already well developed IT skills using Microsoft applications, and will be expected to learn other packages, in particular the Rialtas finance package used by councils. All members of office staff are about to receive further training in the use of an allotment management system and a hall booking system on Rialtas. The apprentice will be expected to learn how to use these alongside other members of staff, and will be encouraged to use a digital solution to a problem wherever possible.
Production of posters to advertise events - using digital skills, the apprentice will be expected to produce innovative artwork to advertise the council’s own events and also those of other organisations in the town.
Information for public consumption - a lot of council business involves management of documents. Initially the new apprentice will manage those written by others, mainly the Clerk, and will be trained in putting these on the council website to make them accessible to the public. With time they will be expected to prepare some documents themselves to provide information on events managed by the council, on public meetings and planning. This demands an excellent level of written English, and ability to write fluently and clearly.

Where you’ll work

QUEENS HALL

CHIPPING HILL

HEAD STREET

HALSTEAD

CO9 2BY

Training

An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.

College or training organisation

COLCHESTER INSTITUTE

Your training course

Business administrator (level 3)

Equal to A level

Course contents

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.

Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.

Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.

Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.

Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.

Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.

Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.

Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

The apprentice will be working towards the Business Administrator level 3 apprenticeship standard.
Virtual delivery with no formal college attendance.

Requirements

Essential qualifications

GCSE in:

maths and English (grade 9-4/A*-C)

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
IT skills
Attention to detail
Organisation skills
Customer care skills
Presentation skills
Administrative skills
Number skills
Team working
Creative
Non judgemental

Other requirements

Inevitably most office jobs these days involve use of a computer, but there will be other tasks which will take the apprentice away from that at times.

About this company

We manage government services for Halstead, which has a population of 13,000. We have 11 employees many of whom are part time. We manage allotments, hall hire, grounds maintenance, events, planning and action to counter climate change.

http://www.halsteadtowncouncil.org.uk (opens in new tab)

Company benefits

Once someone is working for us they would be entitled to join the Essex Pension scheme, where the employer has to pay a contribution (currently 24.8% of salary) into the pension scheme.

After this apprenticeship

We would like them to take on an administrative role in the council, as we have several members of staff who are reducing their hours and may leave within the next few years.

Ask a question

The contact for this apprenticeship is:

COLCHESTER INSTITUTE

Colchester Institute - Apprenticeship Team

ci.apprenticeships@colchester.ac.uk

01206 712043

The reference code for this apprenticeship is VAC1000279730.

Apply now

Closes in 11 days (Monday 14 October)

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