Business Administration Apprentice FIRST THOUGHT CARE SERVICES LTD

First Thought Care Services are currently recruiting a Level 3 Business Administration Officer for our care service company, based in Gloucester. Duties include: Management of our rostering of care staff and communicating with employees, answering queries regarding rota’s and dealing with absences of staff.

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Closing date: 30 Jun 2024

Apprenticeship summary

  • Annual wage


    Final agreed Salary is subject to discussions with the candidate. Following completion of this apprenticeship, the salary shall increase. This salary is also reviewed yearly.

  • Working week

    Your working week shall either be Monday to Friday 8am to 4pm, or Monday to Friday 9am to 5pm. Overtime opportunities are available also. No Bank holidays required.

    Total hours per week: 37.5

  • Expected duration

    18 Months

  • Possible start date

    14 Jul 2024

  • Date posted

    17 May 2024

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    1 available

What you will do in your working day

We are an expanding Children and Adults Care and Support Company, based in Gloucestershire. 

Working with us as a Business Administration Apprentice, you will play a key part of First Thought Care Service's success, by contributing to help maintain high standards for our service users and help grow the business. We strive to provide our service users and staff with the highest standard of care and compassion and you will be our "ambassador" delivering a friendly and approachable experience, whilst working closely with our service users.

This is an exciting opportunity for an enthusiastic, dynamic and engaging individual to join our team. Use your personality, ambition and drive to develop a rewarding career with us. 

Your day-to-day role shall include the following:

  • To manage the Rota-Co-ordination for all front-line staff
  • Liaise with all teams to ensure vacancies are covered as efficiently as possible
  • Contact staff directly if any urgent cover is required, including calls/emails/sending group texts etc. This will involve the use of judgement to negotiate hours of cover with staff along with liaising with the relevant manager
  • Establish and maintain effective administrative systems and processes between staffing, HR, and payroll
  • Manage frequent change within these systems
  • Investigate the causes of any delays and action further with the appropriate staff to find a resolution
  • To receive and respond effectively to annual leave and other leave requests from all staff ensuring the sign-off process is followed
  • Monitor sickness and complete relevant paperwork in readiness for return-to-work interviews
  • Manage the development, coordination, and construction of the rotas, including liaising with HR regarding: European Working Time Directive compliance
  • Build relationships with newly appointed staff during their induction liaise, the post holder will be required to meet and greet the new staff during their induction
  • Produce reports on rotas and staffing as requested
  • Complete and update our rolling rota systems
  • Complete any necessary meeting minutes, in accordance with your role
  • Answering queries regarding rota’s
  • Responding to emails and enquiries regarding the service
  • Answering the telephone and liaising with clients and carers
  • Filing & copying
  • Reception duties
  • Data inputting
  • Produce accurate records and documents including emails, letters, files, payments, reports and proposals
  • Exercise proactivity and good judgement, in order to make effective decisions based on sound reasoning
  • Manage the overall usage of any agency bookings/costings
  • Any other duties to support the business
  • You shall work very closely with the CEO to assist and enable you to flourish and develop further skills
  • At the end of this apprenticeship, a full-time position shall be offered

The training you will be getting

As a business administration apprentice, you will complete the following qualifications as part of your apprenticeship:

  • Level 3 Business Administrator Apprenticeship Standard qualification
  • Level 2 Functional Skills, maths and English if equivalents are not already achieved
  • You will also develop the skills, knowledge and behaviours required to work within an office environment
    This apprenticeship is delivered in the workplace and 20% of your working time will be dedicated towards training and learning new skills
  • You will be allocated a tutor who will provide you with personal support and assessment at pre-arranged times
  • Assessment is through a variety of methods including observations in the workplace, witness testimonies, product evidence and professional discussions
  • All evidence will be logged to your electronic portfolio
  • You shall work very closely with the CEO to assist and enable you to flourish and develop further skills
  • At the end of this apprenticeship, a full-time position shall be offered

What to expect at the end of your apprenticeship

  • Once qualified there shall be an opportunity to become an Office Manager

Requirements and prospects

Desired skills and personal qualities

Communication skills, IT skills, Attention to detail, Organisation skills, Customer care skills, Problem solving skills, Presentation skills, Administrative skills, Number skills, Analytical skills, Logical, Team working, Creative, Initiative, Non judgemental, Patience, Physical fitness, Driving


GCSE or equivalent English (Grade 4) Desired
GCSE or equivalent Maths (Grade 4) Desired

About the employer

Established in the summer of 2020, First Thought Care Services was founded by Jack in response to the care and support staff shortage in the South West region caused by the COVID-19 pandemic. Jack, the owner of the company, brings personal experience with mental health issues to his work, having been sectioned twice as a child. Against all odds, Jack has turned his childhood dream into reality and is committed to providing quality care services that prioritise safety, support, and respect for every individual. First Thought Care Services, we collaborate with local authorities and we offer both residential and day services. We have been registered with the Care Quality Commission (CQC) since January 17th 2023, allowing us to provide personalised care services to individuals in our home. To learn more about our services, visit our dedicated Care Services section or Referrals section. Presently, we have opened a new branch in Hereford where we continue our mission to help and support the ones that need our services. We collaborate with various local authorities, including Gloucestershire County Council, Herefordshire Council, Bath and North-East Somerset, CAMHS (Child and Adolescent Mental Health Services) and private clients. Choose First Thought Care Services for a professional and compassionate approach to care that fosters a nurturing and supportive environment for individuals to thrive!




164 Hucclecote Road




Jack Cook


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Training provider


Adjustments for experience

You could reduce your training time, or finish your apprenticeship faster, if you have relevant prior learning or experience. This could be relevant:

  • training
  • qualifications, like an NVQ in a relevant field
  • industry or sector experience

Apprenticeship standard

Business administrator

Level 3 (A level)

Demonstrating experience

If your application is successful, you will have a chance to discuss your relevant prior learning or experience with your training provider and employer. You will all need to agree any adjustments to your training plan.

You should be prepared to show your competence, and evidence of relevant qualifications

Before you apply

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