Apprentice School Office Administration Assistant

Summary

We are seeking a highly motivated and enthusiastic individual to join our busy and friendly school office team. This is an excellent opportunity for an individual looking to start their career in administration within an educational setting. You will gain valuable hands-on experience, that will lead to a recognised qualification.

Wage

£13,741 for your first year, then could increase depending on your age

National Minimum Wage rate for apprentices

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Training course

Business administrator (level 3)

Hours

Monday to Friday - term time only - term dates can be found on the ASSET website. Start time 8.30am until finish time 3.30pm, with 1 hour for lunch.

35 hours a week

Start date

Monday 8 September 2025

Duration

1 year 6 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

Key Responsibilities (under supervision and with training):

Front Office & Reception:

Acting as the first point of contact for visitors, parents, staff, and students, providing a welcoming and professional reception service.
Answering and directing telephone calls, taking messages accurately.
Managing the school's main email inbox, forwarding enquiries as appropriate.
Signing in/out visitors and ensuring safeguarding procedures are followed.

Communication & Marketing Support:

Communicating professionally with parents via phone and email, providing information and responding to general enquiries under guidance.
Assisting with the creation and distribution of school newsletters, ensuring content is accurate and engaging.
Supporting the maintenance and updating of the school's social media pages with approved content, announcements, and events.
Assisting with the preparation of other school communications, including letters and general announcements.

Administrative Support:

Maintaining and updating pupil records (both manual and electronic) with accuracy and confidentiality, adhering to GDPR guidelines.
Processing incoming and outgoing mail.
Photocopying, scanning, and filing documents efficiently.
Assisting with the management of school registers and attendance records.
Supporting the organisation of school events, trips, and meetings.
Managing school supplies and stationery, placing orders as required.
Providing administrative support to the School SENDCo, which may include managing appointments, maintaining SEND records, and assisting with communication related to pupil support plans.

Financial Administration (basic support):

Assisting with the processing of school dinner money and other payments (all online)
Supporting the school's finance officer with basic tasks as needed.

General Office Duties:

Maintaining a tidy and organised office environment.
Providing general administrative support to the Headteacher, SLT, and teaching staff as required.
Adhering to all school policies and procedures, especially those relating to safeguarding, health and safety, and data protection.

Where you'll work

The Oaks Primary School
Aster Road
Ipswich
IP2 0NR

Training

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

College or training organisation

SUFFOLK NEW COLLEGE

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

Business Administrator Standard
English and Maths (if required) Level 2

Requirements

Desirable qualifications

GCSE in:

or equivalent in English (grade 4/C)
or equivalent in Maths (grade 4/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
Administrative skills
Number skills
Team working

Other requirements

The successful applicant also needs to be able show a commitment to maintaining confidentiality and safeguarding children. A genuine interest in pursuing a career in administration, particularly within a school environment. The ability to be able to prioritise tasks and manage time effectively. A positive, proactive and "can-do" attitude. This post will be for 38 weeks of the year.

About this company

The Oaks Primary School in Ipswich is part of ASSET Education which is a school trust made up of 16 schools based in Suffolk. The Oaks Primary School recently achieved 'Outstanding' from Ofsted for the second time (2018 and 2024). The school caters for pupils aged 3-11 years old the school currently has 451 pupils on roll.

https://www.theoaksprimary.co.uk/ (opens in new tab)

Disability Confident

A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long-term health condition. This includes non-visible disabilities and conditions.

You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.

After this apprenticeship

Upon successful completion there could be the opportunity to progress to:

School office administrator
Finance administrator
School secretary

Ask a question

The contact for this apprenticeship is:

SUFFOLK NEW COLLEGE

Natasha Stead

apprenticeshipapplication@suffolk.ac.uk

01473 382600

The reference code for this apprenticeship is VAC1000327684.

Apply now

Closes on Monday 25 August 2025

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