Operations Administration Support Apprentice

GAIA CLIMATE SOLUTIONS LTD

BURY ST EDMUNDS (IP30 9QS)

Closes in 22 days (Friday 6 November 2026 at 11:59pm)

Posted on 15 October 2026

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Summary

Gaia's Operations Team supports installation projects, logistics and aftersales. The team are looking to recruit for a Business Administration Apprentice.

Wage

£16,640 a year

Minimum wage rates (opens in new tab)

Training course
Business administrator (level 3)
Hours
Monday to Friday, 08:00 - 17:00.

40 hours a week

Start date

Monday 30 November 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

Day-to-day duties include:

  • Liaise with Sales, customers, installers and Logistics to coordinate installation projects.
  • Help schedule installations, arrange deliveries, order materials and allocate materials to the warehouse.
  • Prepare system design drawings, test sheets and project paperwork for installation and repair teams.
  • Maintain the CRM, manage the installation inbox and retrieve, save and record project documentation, including site sign-offs.
  • Support engineers’ weekly stock takes and keep stock, tool and toolbox talk records up to date.
  • Book deliveries, inductions and accommodation for installers and engineers.
  • Help prepare Friday Packs, ITP Packs, Package Quality Plans, PUWER Registers, RAMs and site health and safety paperwork.
  • Support project valuations with Accounts, raise repair quotations, organise commissioning and spare parts, and handle manufacturer claims.
  • Monitor on-site assessment forms, report issues and uphold Gaia’s health and safety commitment.
  • Provide general business support, attend meetings and cover for Project Managers when required.

Where you'll work

UNIT 4
BRICKFIELDS BUSINESS PARK
WOOLPIT
BURY ST EDMUNDS
IP30 9QS

Training

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

Training provider

WEST SUFFOLK COLLEGE

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

  • The learner will be studying the Level 3 Business Administrator Apprenticeship Standard qualification.
  • There is no attendance required at college, all training will be delivered in the workplace or online. 

Requirements

Essential qualifications

GCSE in:

  • English (grade 4)
  • Maths (grade 4)

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

About this employer

Gaia's Operations Team supports installation projects, logistics and aftersales. The team coordinates work between customers, installers, logistics, accounts and project managers, and supports project documentation, materials, scheduling and health and safety administration.

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

After this apprenticeship

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

On successful completion of the apprenticeship, this role could lead to an administration position, with the potential to progress into a Project Manager role as experience and skills develop.

Ask a question

The contact for this apprenticeship is:

WEST SUFFOLK COLLEGE

apprenticeships@easterneducationgroup.ac.uk

The reference code for this apprenticeship is VAC2000059319.

Apply now

Closes in 22 days (Friday 6 November 2026 at 11:59pm)