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Administration Assistant Apprenticeship
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Develop your skills as an Admin Assistant with a growing academy high school.
Ideal for anyone starting a career in administration or looking to progress into educational support roles. Open for just two years, the school is expanding and will reach full capacity by 2030.
What you'll do at work
During your day-to-day you will support the functions of the school whilst developing your skills as an effective administrator. Your typical daily tasks will include:
- Welcome all parents/visitors to the academy ensuring that the appropriate safeguarding processes for internal and external visitors, including the induction to academy facilities, processes for visitors, contractors, volunteers and short term agency staff are adhered to.
- Respond to enquiries verbally, in writing and on the telephone within the expected timescales, ensuring consistent cover of the reception area and telephone.
- Liaise with students, parents/carers, colleagues, Trust colleagues and external agencies, providing general advice and guidance where appropriate.
- Contribute to the planning and development of administrative procedures and systems.
- Undertake word-processing and ICT based tasks including operation of relevant equipment and advanced ICT packages.
- Organise meetings and take notes, supporting the Headteacher, SLT, PA and HR Advisor and Office Manager as appropriate.
- Analyse and evaluate data and information and run reports.
- Assist with student first aid / welfare duties, caring for sick students and liaising with parents (or guardians) and colleagues.
- Support with the organisation and arrangements for academy visits and events.
- Undertake administrative duties, such as reception, filing, and document preparation.
- Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
- Adherence to Trust GDPR and Data Protection policies and procedures.
- Safeguard & promote the welfare of students through your own actions complying with policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, reporting all concerns to an appropriate person as soon as they arise.
Please note: This is a term-time only role and so duration of the apprenticeship will be slightly extended to allow for the education holiday periods.
Where you'll work
Weston Road
Stoke-On-Trent
ST3 6AP
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
STOKE ON TRENT COLLEGE
Training course
Business administrator (level 3)
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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.
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Training schedule
All training will take place in the workplace with visits conducted by a subject specialist Skills Coach to support.
More training information
Although training will predominantly take place in the workplace, apprentices will be able to utilise student facilities at either of Stoke-on-Trent College's campuses (Burslem and Cauldon).
Essential qualifications
- GCSE in:
- English (grade Grade C/4 or above)
Desirable qualifications
- GCSE in:
- Maths (grade Grade C/4 or above)
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
- Team working
- Patience
- Professionalism
- Calmness
Other requirements
- Candidates will need to undergo a full DBS check prior to starting the role.
- Comfortable working with a range of ages including young people.
Florence is a new secondary academy in Stoke-on-Trent. We opened our doors to our Year 7 founding cohort in September 2024! Through collaboration with the Local Authority and the DfE's Free School program, Florence has established itself as an important addition to Stoke-on-Trent's educational landscape. From September 2025, staff and students transitioned into our state-of-art facility and will expand each year until reaching full capacity of 1150 students in 2030. We provide a new opportunity for young people from Stoke-on-Trent to attain the highest standards, accessing state-of-the-art facilities that will support a broad and balanced education.
https://www.florencemacwilliams.coopacademies.co.uk/ (opens in new tab)
Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).
Permanent role with organisation upon review on completion. As the school grows to its full capacity, opportunities may arise to progress into other support roles.
The contact for this apprenticeship is: STOKE ON TRENT COLLEGE
The reference code for this apprenticeship is VAC2000043498.
Closes in 19 days (Sunday 9 August 2026 at 11:59pm)
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