Apprentice Administration Officer

5 months ago

Birmingham, United Kingdom University of Birmingham Full time

Apprentice Administration Officer

College of Life and Environmental Sciences

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is £16,398. per annum rising to £20,498. after 12 months service.

Apprentice Band 300

Full Time - Fixed Term contract for 15 months.

Apprenticeship Standard: Business Administrator (Level 3)

Training Provider: HIT Training

**Apprenticeship summary
This apprenticeship is an exciting opportunity to work within the College of Life and Environmental Sciences.

The apprentice will learn to support the effective running of the Schools within the College working closely with the School Operations Managers and Head of School PA’s. The role will primarily be responsible for providing a wide range of duties encompassing day-to-day office duties including finance and HR support, health and safety and compliance tracking, event support and marketing, including e-learning/web resource updating.

This role will provide substantial and significant support to the school including administration and project support to Heads of Education and Research and deputising for the Head of School PA.

Due to the wide-ranging activities directly undertaken the role is necessarily broad in scope and the post-holder will have the opportunity to experience and learn about many aspects of the College. The post-holder will benefit from working in a highly-supportive environment with access to peers and senior colleagues who will mentor and encourage personal and professional development.

**Main duties**
- The apprentice will be learning and developing skills in the following areas:
**Office Duties**
- Signposting students and visitors to the right place, greeting visitors and people coming for events and interviews.
- Ensuring relevant School information is up to date and working with the relevant people in the College to ensure this is correct e.g. Facilities Manager for telephone lists, Health and Safety Manager for First Aid
- Assisting with Finance tasks such as checking non-staff expenses, ordering goods, running reports, transferring of funds via journals and liaison with all areas of finance
- Assisting with HR processes such as recruitment.
- To assist with running the process for work experience/widening participation within the College
- To assist with ensuring the College training records are in place

**Communication and Events**
- Answering telephones, taking and passing on messages and resolving straightforward queries and escalating more complex issues.
- Updating specific pages on the College Intranet and e-learning system (canvas) including updating information and creating content
- Respond (where appropriate) to external enquiries and logging the source of the enquiries and our actions.
- Supporting/advertising and organising seminars for the Schools
- Assisting with marketing and school social media accounts
- Responsible for the advertising on the School general AV screens

**Executive Support**
- Committee support including minute taking, organising meetings and dissemination of documents committee members.
- Facilitation and co-ordination of projects as required in support of the Heads of Education and Research.
- Deputising for Head of School PA’s for all committees, diary management, HR and recruitment and any other duties associated with the PA role.

**Other Duties**
- Any other reasonable duties which may be appropriate will be directed by the School Operations Manager.

In all of the above the postholder would be required to ensure the highest standards of confidentiality and professional conduct.

**This apprenticeship would suit**:
Someone with an interest in learning how a busy office environment operates, particularly in support of senior management
- A proactive individual able to juggle multiple tasks
- A good communicator with the ability to develop good working relationships with a range of academic and non-academic colleagues
- An enthusiastic person with a willingness to go the extra mile
- Someone with excellent attention to detail
- A confident person, willing to get involved in new activities and willing to seek guidance where appropriate
- Someone who is happy to balance routine office work with more ad-hoc activities within the school.

**Required Knowledge, Skills, Qualifications, Experience**
- A minimum of Grade 4 in GCSE Maths and English
- An ability to communicate appropriately with colleagues of all levels both in verbal and in written form
- Knowledge of word processing using MS word and basic functions on MS Excel and PowerPoint.
- Confident and inquisitive with a desire to learn and develop within the role.
- Ability to work on pre-set tasks with supervision
- Some experience and /or understanding of the expectations of working in a professional office environment

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