Business Administrator Level 3 Apprenticeship

Joining a supportive team, you will learn the ropes and grow in confidence. Your role will support the wider team in keeping everything organised and running smoothly. From answering calls and emails, processing referrals, arranging meetings and appointments, and updating data.

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

As a fast-growing organisation, there is no average day or week – each one is different. The main functions of the role will be:

• Deal with enquiries by telephone or multiple external and internal faced mailboxes in a professional, timely, and helpful way
• Act as the first point of contact with regards to referrals and enquiries from children and young people, families, and professionals
• Support service meetings and events including booking venues, sending invites, and taking minutes
• Accurately input client information, demographic, and assessment information onto the Management Information System and local recording systems
• Support the management of local information governance systems, in particular the safe storage of case records in adherence with Compass information governance policies and procedures
• Undertake weekly tasks to support the service, including waiting list contacts, audits, and allocations
• Support the Team Leaders to centrally co-ordinate activity, including creating and updating duty rotas and meeting schedules
• Populate and cleanse of data on a daily/weekly/monthly/quarterly basis and contribute to the creation of quarterly and annual performance monitoring reports
• Maintain general office administrative duties such as filing, photocopying, and scanning

Where you'll work

LANGTON HOUSE
5 PRIORY STREET
YORK
YO1 6ET

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Training provider

YORK 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.