Business Administrator Apprenticeship

GREY-WATER FM LIMITED

Maidstone (ME14 3EH)

Closes in 13 days (Sunday 19 July 2026 at 11:59pm)

Posted on 6 July 2026

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Summary

Would you like to earn a salary whilst learning on the job and gaining a qualification? We have an exciting opportunity for a Business Administration Apprentice. You will be assisting with the day-to-day administration of facilities management contracts, ensuring records are accurate and up to date. 

• Wage:

  £14,560 to £23,132.20, depending on your age

  National Minimum Wage

  Minimum wage rates (opens in new tab)

  Under 19, OR 19+ in the first year: £8.00 per hour

  Aged 19–20 (after 1st year): £10.85 per hour

  Aged 21 and over (after 1st year): £12.71 per hour

• Training course: Business administrator (level 3)
• Hours: Monday - Friday, 9.00am - 4.00pm.

  35 hours a week

• Start date:

  Saturday 1 August 2026

• 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

Your duties will include:

• Supporting the team by processing documents, updating spreadsheets and maintaining digital filing systems
• Answering telephone and email enquiries from clients, suppliers and contractors in a professional manner
• Assisting with scheduling works, coordinating engineers and updating clients on job progress.  Helping prepare quotations, reports, tender documents and client proposals
• Raising purchase orders and supporting invoice processing and general finance administration
• Updating company systems, including CRM and job management software
• Answering and transferring telephone calls
• Greeting visitors to the office
• Printing, photocopying, scanning and filing documents
• Preparing and organising paperwork
• Data entry and updating company records
• Maintaining electronic and paper filing systems
• Sorting and distributing incoming post
• Preparing outgoing post and parcels
• Ordering and organising office stationery and supplies
• Keeping the office tidy and well organised
• Updating spreadsheets and simple databases
• Scheduling appointments and updating diaries
• Preparing new starter paperwork
• Updating employee records
• Liaising with customers, suppliers and contractors by telephone and email
• Learning how to use company systems and Microsoft Office
• Supporting the team with general office administration
• Carrying out general administrative duties as required

Where you'll work

Unit 4, Bredhurst Business Park
Westfield Sole Road, Boxley
Maidstone
ME14 3EH

Training

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

Training provider

IPS INTERNATIONAL LIMITED

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.

Training schedule

For this Apprenticeship Standard, learners will have the opportunity to give focus on the knowledge, skills and behaviours of the standard that will allow for good business acumen, decision making and the understanding of tools and techniques in relation to time and project management. The completion of this Apprenticeship Standard will require monthly training visits from a qualified IPS Trainer to help support the Apprentice. This will allow them to develop skills and progress the building of the Apprentice portfolio to prepare the learner for End Point Assessment.

Delivery is primarily carried out through remote visits, but the trainer will visit the learner’s workplace quarterly and at the start of training to allow for a good working relationship between all parties for smooth delivery of the Standard. Upon successful completion, the learner will achieve the Level 3 Business Administrator Standard.

Requirements

Essential qualifications

GCSE in:

English and Maths (grade 4/C and above)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

• Communication skills
• Attention to detail
• Organisation skills
• Customer care skills
• Problem solving skills
• Initiative
• Enthusiastic
• Eager to Learn
• Time Management
• Approachable
• adaptable

Other requirements

Shortlisted applicants will be required to complete an eligibility check phone call with IPS International, Apprenticeship Training Provider. Please note that your application cannot proceed without completing this call.

Enrolment onto your apprenticeship programme is subject to prior attainment checks, and your Personal Learning Record will be reviewed upon successful appointment. We are also obligated to follow the guidelines around eligibility, set out by the government apprenticeship funding rules.

NB: Please include minimum qualifications (GCSE Maths and English grades) in your apprenticeship application. Tailor your application to the vacancy, dedicating 1-2 paragraphs for each question to demonstrate interest in the role and the company.

**If you are unsuccessful, you will be automatically added to our Talentpool list where future vacancies will be sent to you.  If you would like to opt out of this mailing list please select unsubscribe in the email.**

About this employer

Grey-Water Facilities Management is a facilities management company providing nationwide hard and soft FM services, including cleaning, maintenance, drainage, grounds maintenance and specialist support services to commercial and residential clients.

https://www.greywaterfm.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

Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).

This apprenticeship offers an excellent opportunity to build a long-term career within Grey-Water Facilities Management.

Upon successful completion of the apprenticeship, there may be the opportunity to secure a permanent position within the business, with ongoing training and development to support career progression. As the company continues to grow, there will be opportunities to develop new skills, gain additional qualifications and progress into supervisory, management or specialist facilities management roles.

Ask a question

The contact for this apprenticeship is:

IPS INTERNATIONAL LIMITED

Mandy Rai

mandyrai@ips-international.com

01634 298808

The reference code for this apprenticeship is VAC2000040491.

Apply now

Closes in 13 days (Sunday 19 July 2026 at 11:59pm)