Health and Safety Administrator Apprentice
Portsmouth City Council
Hampshire (PO1 2AL)
Closes in 14 days (Wednesday 9 September 2026)
Posted on 26 August 2026
Contents
Summary
Portsmouth City Council is looking for an Administration Apprentice to join their Health and Safety Team.
This is an excellent opportunity to gain practical experience in a professional environment and will provide a strong foundation for a career in administration, health & safety, compliance, risk management or local government.
- Wage
-
£25,948 a year
- Training course
- Administration assistant (level 2)
- Hours
-
Monday - Friday, typically 08.00 - 16.00.
37 hours a week
- Start date
-
Monday 26 October 2026
- Duration
-
1 year
- 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
- Provide day-to-day administrative support to the Health & Safety Team.
- Monitor and manage the shared team inbox, responding to straightforward enquiries and directing others to the appropriate person.
- Answer telephone calls and take accurate messages.
- Prepare, scan, photocopy, file and archive documents.
- Maintain accurate electronic and paper filing systems.
- Organise meetings, prepare agendas and take accurate notes or minutes as required. • Distribute meeting documentation and maintain records of actions.
- Enter accident, incident and near miss information onto PCC's reporting system.
- Update health and safety records, spreadsheets and databases accurately.
- Assist with maintaining records of risk assessments, inspections and other health and safety documentation.
- Identify issues and escalate problems to the Health & Safety Team when beyond remit.
- Support the Health & Safety Team in maintaining records relating to inspections, audits, risk assessments and training.
- Ensure documents are stored correctly and are easy to retrieve. - Official –
- Comply with PCC's policies, procedures and health and safety requirements at all times.
- Undertake other reasonable duties as and when required by PCC.
- Attend and actively participate in all apprenticeship training sessions and reviews.
- Complete apprenticeship coursework, assignments and assessments within required timescales.
- Use learning gained through the apprenticeship to support the work of the Health & Safety Team.
- Maintain confidentiality and handle sensitive information in accordance with GDPR and council requirements.
- Assist in maintaining records of health and safety training and support the administration of training bookings where required.
Where you'll work
Civic Offices
Guildhall Square
Portsmouth
Hampshire
PO1 2AL
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
HTP APPRENTICESHIP COLLEGE LTD
Training course
Administration assistant (level 2)
Understanding apprenticeship levels (opens in new tab)
What you'll learn
Course contents
- Receive, retrieve, process, record and store information and data.
- Operate within organisational policies, standards and procedures and relevant legislation respecting confidentiality; adapting to operational changes as they occur.
- Use software packages and tools for example AI or automation to input and process data and information, to contribute to routine administration tasks in line with organisational policies and procedures.
- Handle and communicate information in line with organisational policies, procedures and security requirements.
- Recognise and rectify issues and escalate as required. For example stakeholder documents and reports, safeguarding concerns or abusive behaviour.
- Plan and review administration tasks allocated by supervisor.
- Maintain professional relationships with stakeholders.
- Monitor and report on the use of resources such as materials, equipment and supplies.
- Use agreed organisational systems and protocols to manage calendars, diaries and booking systems.
- Source information as requested by stakeholders, ensuring they are shareable. As examples client records, signpost to services or reports.
- Use continuing professional development including self-reflection to support current and future training and development needs.
- Use communication tools to respond to stakeholders using professional language and organisational etiquette.
- Operate within agreed health and safety standards.
- Use time management tools to meet deadlines.
- Handle feedback following expected professional etiquette.
- Maintain wellbeing, accessing organisational support mechanisms if required.
- Review and check own work.
- Use cloud services to share documents for use and or collaboration.
- Protect against security threats for example, strong passwords, two step verification, office tailgating and display of security passes or clothing that identifies secure workplaces.
- Seek clarification and help, when required, to complete assigned tasks within agreed timeframes.
- Receive, retrieve, process, record and store information and data.
- Operate within organisational policies, standards and procedures and relevant legislation respecting confidentiality; adapting to operational changes as they occur.
- Use software packages and tools for example AI or automation to input and process data and information, to contribute to routine administration tasks in line with organisational policies and procedures.
- Handle and communicate information in line with organisational policies, procedures and security requirements.
- Recognise and rectify issues and escalate as required. For example stakeholder documents and reports, safeguarding concerns or abusive behaviour.
- Plan and review administration tasks allocated by supervisor.
- Maintain professional relationships with stakeholders.
- Monitor and report on the use of resources such as materials, equipment and supplies.
- Use agreed organisational systems and protocols to manage calendars, diaries and booking systems.
- Source information as requested by stakeholders, ensuring they are shareable. As examples client records, signpost to services or reports.
- Use continuing professional development including self-reflection to support current and future training and development needs.
- Use communication tools to respond to stakeholders using professional language and organisational etiquette.
- Operate within agreed health and safety standards.
- Use time management tools to meet deadlines.
- Handle feedback following expected professional etiquette.
- Maintain wellbeing, accessing organisational support mechanisms if required.
- Review and check own work.
- Use cloud services to share documents for use and or collaboration.
- Protect against security threats for example, strong passwords, two step verification, office tailgating and display of security passes or clothing that identifies secure workplaces.
- Seek clarification and help, when required, to complete assigned tasks within agreed timeframes.
Training schedule
You will be undertaking the Level 2 Administration Assistant Apprenticeship Standard and fully supported by HTP Apprenticeship College.
You will be developing Knowledge, Skills, and Behaviours in the following areas:
- Role and Responsibilities
- Your Organisation
- Working Safely
- Industry Regulations
- Communication
- Continuous Professional Development
- Software Packages
- Information and Data
- Diversity, Equity and Inclusion
- Time Management
- Sector Landscape, Social Responsibility and Sustainability
As part of the off-the-job training, you will have monthly visits in the workplace from your HTP Apprenticeship Coach, complete a portfolio of evidence, and have time to study independently, undertake research and write assignments.
Throughout your Apprenticeship you will work alongside your Apprenticeship Coach to develop the knowledge, skills and behaviours you need to meet the requirements of the Standard developing a portfolio of evidence. To ensure you are making progress your Coach will provide continuous assessment and provide you with regular feedback. On completion of your formal training, you will demonstrate what you have learnt through question and answer or a project.
More training information
For more information on the apprenticeship and HTP Apprenticeship College, visit - https://www.htp.ac.uk/product/administration-assistant-level-2-apprenticeship/
Requirements
Desirable qualifications
GCSE in:
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted 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
- Analytical skills
- Logical
- Team working
- Initiative
- Non judgemental
- Patience
Other requirements
We are committed to equality of opportunity and any eligibility requirements linked to apprenticeship roles reflect external statutory or funding conditions rather than organisational policy.
You will also need to be:
- a resident in the United Kingdom or another country within the EU or EEA for the past 3 years
- out of education – those in full or part time education are not eligible.
About this employer
The Health and Safety Team is responsible for supporting a wide range of services which all work together to deliver the City Council's vision. They are responsible for supporting council services to ensure the health, safety and wellbeing of those affected by the Council's activities, including councillors, employees, visitors, contractors and members of the public.
https://www.portsmouth.gov.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 is a fixed-term apprenticeship contract but support will be given to find a substantive position within the Council.
Ask a question
The contact for this apprenticeship is:
HTP APPRENTICESHIP COLLEGE LTD
recruit@portsmouthcc.gov.uk
The reference code for this apprenticeship is VAC2000050141.
Apply now
Closes in 14 days (Wednesday 9 September 2026)
After signing in, you’ll apply for this apprenticeship on the company's website.