Admin Apprentice at Whitelands Academy
THE WHITE HORSE FEDERATION
Bicester (OX26 1AY)
Closes in 12 days (Sunday 19 July 2026)
Posted on 6 July 2026
Contents
Summary
We are looking for a motivated individual with GCSEs (or equivalent) in English and Maths, strong communication skills, attention to detail, and basic IT skills.
You should build positive relationships, work effectively as part of a team, maintain confidentiality, and demonstrate commitment to learning and development.
- Wage
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£15,392 for your first year, then could increase depending on your age
National Minimum Wage rate for apprentices
- Training course
- Business administrator (level 3)
- Hours
-
Monday-Friday, times to be confirmed.
37 hours a week
- Start date
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Tuesday 1 September 2026
- Duration
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1 year 6 months
- Positions available
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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
Reception and Customer Service
- Undertake front-line reception duties, answering routine telephone, email and face-to-face enquiries.
- Act as the first point of contact for visitors, pupils, parents and external stakeholders, ensuring a welcoming and professional service.
- Deal sensitively and professionally with pupils and parents, including those who may be experiencing emotional or challenging situations.
- Maintain positive working relationships with pupils, parents and staff.
Administrative Support
- Provide general administrative support to the school, including photocopying, filing, scanning, emailing and completing routine forms.
- Maintain accurate records and filing systems, both electronic and paper-based.
- Update databases and school systems in a timely and accurate manner.
- Prepare documents, reports and correspondence as required.
- Manage incoming and outgoing post, deliveries and electronic communications.
- Act as a runner for messages and communications across the school where required.
Pupil Administration
- Assist in maintaining pupil records, ensuring information is accurate, up to date and stored confidentially.
- Support the administration of admissions and pre-admissions processes, including processing relevant forms and documentation.
- Assist with attendance and registers in line with the schools procedures and the requirements of the Attendance Officer.
Welfare and First Aid
- Administer first aid and medication, where trained and authorised to do so.
- Support the care of sick or injured pupils, liaising appropriately with parents, carers and staff.
Learning and Development
- Work towards the successful completion of the apprenticeship programme, applying learning within the workplace.
- Develop knowledge of administrative systems, processes and school procedures.
- Participate in training, reviews and development activities as required.
Safeguarding and Compliance
- Adhere to all school policies and procedures, including health and safety, data protection and confidentiality requirements.
- Report any safeguarding concerns immediately to the Designated Safeguarding Lead, Assistant Principal or Principal in accordance with safeguarding procedures.
- Promote and safeguard the welfare of children and young people at all times.
Undertake any other reasonable administrative duties, projects or tasks as directed by the Line Manager, Deputy Headteacher or Headteacher to support the effective operation of the school.
Where you'll work
Hexham Road
Bicester
OX26 1AY
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
KNOWLEDGEBRIEF 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
Requirements
Essential qualifications
GCSE in:
- English (grade C)
- Maths (grade C)
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
- Administrative skills
- Team working
- Maintain confidentiality
Other requirements
The White Horse Federation is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. If successful for this role, you will be expected to apply for a disclosure from the Disclosure and Barring Service before an appointment is confirmed. Please note that references will be sought from shortlisted candidates before the interview.
The White Horse Federation values uniqueness and recognises the benefit of having a diverse workforce. We value the contributions of all staff from a wide range of backgrounds, and we are committed to building an inclusive workplace that reflects the diversity of the communities we serve. At The White Horse Federation, we believe that everyone should be treated with fairness and respect and share a commitment to Equality, Diversity and Inclusion at all of our schools. We welcome applications from all backgrounds and operate a fair recruitment process, free from discrimination against protected characteristics, in line with the Equality Act 2010.
About this employer
We are incredibly proud of our colleagues and schools across our Trust. It is an honour to have such a diversity of settings serving children aged 2 to 19.
Every day, across our Trust, colleagues are inspiring the lives of children and families who live in the communities that we serve. We are humbled to be at the heart of our communities in Wiltshire, Oxfordshire and Berkshire, as trusted partners, offering an education and experiences that support all children to flourish.
We are a family of 30 schools and settings, connected and working together to inspire the lives of children with greater opportunity and choice. Our mission:
Inspiring every child to flourish through an inclusive, all-through education that nurtures opportunity, equity, and agency for life.
We collectively seek to support and enable children to flourish in their lives, now and into adulthood. We also seek to inspire the lives of all colleagues across the Trust, with opportunity and connection, so that they are empowered to inspire each other, as well as our children.
The White Horse Federation is a human organisation, based on building strong relationships, as a foundation for colleagues to reach high standards and uphold high expectations of what children can achieve. A Trust that seeks to develop character and high academic standards, by applying equity to enable children to have more opportunities, more choice and greater agency in their lives.
As a team of colleagues, a Trust and a group of schools we are deeply connected and committed to the children who carry the most and who need us the most. We seek to offer high-quality education and to apply the equity required, so that we meet the needs of every child.
https://thewhitehorsefederation.org.uk/ (opens in new tab)
Company benefits
Employee Assistance Programme, Cycle Scheme, discounts, wellbeing support. Excellent pension scheme, family-friendly policies, training and CPD opportunities, supportive leadership, eye care vouchers and an additional concessionary leave day.
After this apprenticeship
Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).
Upon successful completion of the apprenticeship, the apprentice will have gained a nationally recognised Level 3 Business Administrator qualification and valuable workplace experience. This will support progression into administrative roles within education or other sectors. Any future employment opportunities within the Federation will be subject to organisational requirements and recruitment processes at the time.
Ask a question
The contact for this apprenticeship is:
THE WHITE HORSE FEDERATION
Kim Sommerville
ksommerville@twhf.org.uk
The reference code for this apprenticeship is VAC2000040792.
Apply now
Closes in 12 days (Sunday 19 July 2026)
After signing in, you’ll apply for this apprenticeship on the company's website.