Apprentice Administration Assistant

Summary

To be key in delivering efficient back-office support.

Wage

£14,231.75 to £23,015.85, depending on your age

National Minimum Wage

Check minimum wage rates (opens in new tab)

• 25 days annual leave plus statutory English Bank Holidays. • Day off for your birthday • Team days out • Dress-down Fridays

Training course

Business administrator (level 3)

Hours

Monday to Friday, 9.00am - 5.00pm, with unpaid 45min break for lunch.

36 hours 15 minutes a week

Start date

Monday 28 July 2025

Duration

1 year 3 months

Positions available

1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

New Business Processing:

Prepare and submit advice sets for new business cases, including illustrations, applications, and suitability letters for cash-based investments
Prioritise casework as directed by the Practice Manager, ensuring completion within agreed service level agreements (SLAs)

Client Meeting Follow-Up:

Format meeting notes and ensure all post-meeting actions are completed accurately and promptly.
Update internal systems, including iBusiness and Salesforce, as well as document all tasks completed on behalf of the Partner/Adviser
Follow timelines and priorities set by the Practice Manager

Client Review Management – Assisting Head of Client Servicing:

Provide ongoing support to the Head of Client Servicing in the coordination of the review process, ensuring all review-related tasks are scheduled, monitored, and delivered in accordance with internal standards and SLAs.

Client Communication & Call Handling:

Answer incoming telephone calls in a professional, friendly, and client-focused manner.
Record and resolve or escalate client queries in accordance with the firm’s business process and client service standards.

Mail & Document Processing:

Manage all incoming and outgoing mail according to internal processes.
Prioritise, scan, and log correspondence accurately, ensuring all actions are completed within agreed turnaround times.

Marketing & Client Engagement:

Organise and distribute marketing materials for campaigns, birthdays, and special occasions.
Ensure that client communications are accurate, segmented appropriately, and comply with the firm’s standards and branding guidelines.

Case & Pipeline Management:

Maintain end-to-end ownership of allocated client cases.
Ensure timely follow-up of provider requests such as Letters of Authority (LOAs) after five working days.
Maintain accurate client records and documentation throughout the case lifecycle.
Track and chase pipeline business weekly—monitor submitted and pending cases through to payment.

Meeting Preparation & New Client Onboarding:

Prepare and organise client files ahead of scheduled meetings.
For new clients, ensure full setup across all relevant systems (PROMs, Curo) and that data is accurate and complete.

Professional Written Communication:

Draft and send client, provider, and internal communications that are clear, professional, grammatically correct, and aligned with brand tone.

Other adhoc administrative and support duties:

Please note that at times, critical to the needs of the business, you may be asked to complete and/or support other administrative tasks or duties to ensure the smooth and efficient running of the office.

Where you'll work

86A HIGH STREET
ROTTINGDEAN
BRIGHTON
BN2 7HF

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

College or training organisation

SMART TRAINING AND RECRUITMENT LIMITED

Your training course

Business administrator (level 3)

Understanding apprenticeship levels (opens in new tab)

What you'll learn

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

Training and support will be provided by our specialist Apprenticeship training provider, Smart Training & Recruitment.

More training information

In order to meet the eligibility criteria for an Apprenticeship in England, you must be able to demonstrate at least three years UK residency, or hold a valid visa that meets the exceptions to this rule.

Please note, as part of the Initial Assessment process, all qualifications will be verified by the Learning Records Service (LRS) via Department for Education

Requirements

Desirable qualifications

GCSE in:

English and Maths (grade 4 or above or equivalent)

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
Problem solving skills
Presentation skills
Administrative skills
Number skills
Analytical skills
Logical
Team working
Initiative
Non judgemental
Patience
Confident telephone manner

About this company

McMillan Financial Advice Limited evolved from McMillan Wealth Consultants Limited which was created in 2015 by its Principal and Director Suresh McMillan. Already an established Partner of trusted wealth management group, St. James’s Place, Suresh wanted to create a new Partner Practice to provide first class financial advice to clients in the South East, encompassing a breadth of areas of wealth management. With offices in Brighton and London and an experienced team of professional financial planners, we provide holistic financial advice to both private individuals and businesses.

http://www.mcmillanconsultants.co.uk (opens in new tab)

After this apprenticeship

Upon successful completion of the Apprenticeship there will be the opportunity to diversify into one of the specialist areas of the business. This may include; Client Services, IT, Marketing or to work towards becoming a Qualified Financial Adviser.

Ask a question

The contact for this apprenticeship is: