Apprentice Office Administrator
JEPHSONS SHOPFITTERS LTD
NOTTS (NG18 5GX)
Closes in 26 days (Monday 7 December 2026 at 11:59pm)
Posted on 11 November 2026
Contents
Summary
The Apprentice Office Administrator will provide administrative support across the business, assisting Project & Payroll Admin, Pre-Construction Admin, Project Managers, and wider management team. The role offers the opportunity to gain valuable experience in office administration, project coordination, procurement and much more.
- Wage
-
£16,640 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 8:00am - 4:30pm
30 mins for lunch
40 hours a week
- Start date
-
Monday 4 January 2027
- 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
Administrative Support
• Provide administrative support to the management team to assist with the smooth running of projects and business operations.
• Prepare and organise project site boxes and associated documentation.
• Maintain accurate electronic and paper filing systems.
• Assist with the preparation, distribution and management of project documentation.
• Ensure records and databases are kept accurate and up to date.
• Support colleagues with general administrative duties as required.
Procurement and Supplier Support
• Assist with placing orders for materials and services in line with project requirements.
• Obtain quotations from suppliers and support the team in identifying cost-effective solutions.
• Maintain supplier records and update purchasing information as required.
• Monitor deliveries and communicate any delays or issues to the relevant team members.
• Assist in developing positive working relationships with suppliers and subcontractors.
Health & Safety Administration
• Support the preparation and maintenance of project health & safety documentation, including Construction Phase Plans, Risk Assessments and Method Statements.
• Liaise with external health & safety consultants and training providers as directed.
• Ensure project health & safety records are accurately maintained and readily accessible.
• Assist with the management of COSHH records, accident books and first aid equipment.
• Support the scheduling and administration of statutory inspections, equipment servicing and maintenance records.
• Assist in maintaining records of employee health & safety training and certifications.
• Provide administrative support in the completion of client pre-qualification questionnaires (PQQs) and health & safety accreditations, including SafeContractor and other industry schemes.
Project Coordination
• Assist Project Managers with the preparation and administration of project documentation.
• Support the compilation and distribution of project walkthrough information.
• Update project records and documentation as instructed.
• Assist in obtaining permits, access approvals and other documentation required before project commencement.
• Communicate project information to relevant stakeholders where required.
Site Coordination
• Assist in communicating site-specific requirements, including access arrangements and site rules, to contractors and operatives.
• Support the scheduling of subcontractors and suppliers in accordance with project programmes.
• Raise any potential scheduling issues or conflicts with the relevant Project Manager.
Reception and Customer Service
• Answer incoming telephone calls promptly and professionally, directing enquiries to the appropriate person.
• Welcome visitors to the office and ensure sign-in and sign-out procedures are followed.
• Manage incoming and outgoing post, deliveries and couriers.
• Provide a professional first point of contact for clients, suppliers and visitors.
Where you'll work
MAUN HOUSE MAUN WAY
HERMITAGE LANE
MANSFIELD
NOTTS
NG18 5GX
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
WEST NOTTINGHAMSHIRE 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
We host supporting workshops regularly throughout the apprenticeship which you will attend in person at our designated training site/campus. These workshops are carefully designed to support the learning required throughout the apprenticeship programme.
You will work with expert assessors and tutors to develop new knowledge, skills and behaviours within the profession.
You will experience a blended learning model.
Please note: This is an apprenticeship vacancy, and the advertised closing date is provided as a guide only. The employer wishes to review applications and interview suitable candidates as they are received. As a result, this vacancy may close earlier than the advertised date if a suitable candidate is identified or if a high volume of applications is received. We therefore encourage interested applicants to apply as early as possible to avoid disappointment.
Requirements
Essential qualifications
GCSE in:
- English (grade 4-9 or equivalent)
- Maths (grade 4-9 or equivalent)
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
- Administrative skills
- Team working
About this employer
Jephsons is an award-winning interior fit-out specialist providing first-class services to the food retail, hospitality and catering industries. Come to us and get over 40 years' manufacturing and fit-out experience with a reputation for attention to detail, high quality and a commitment to on-time, to budget project management.
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 this apprenticeship, there may be the opportunity for further learning at a higher level to support your ongoing career.
Ask a question
The contact for this apprenticeship is:
WEST NOTTINGHAMSHIRE COLLEGE
Violet
Apprenticeships@wnc.ac.uk
01623 900798
The reference code for this apprenticeship is VAC2000063729.
Apply now
Closes in 26 days (Monday 7 December 2026 at 11:59pm)