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Apprentice Administrative Assistant
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Start your career in administration with a varied and rewarding apprenticeship in a busy secondary school.
Supported by experienced colleagues, you will develop practical administrative, communication and organisational skills while contributing to the day-to-day running of the school.
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 an Apprentice Administrative Assistant, you will work as part of the school’s administrative team and gain practical experience across a range of school office functions.
With appropriate training and support, your duties will include:
- Providing general administrative support, including preparing letters and documents, photocopying, filing, data entry and maintaining accurate records.
- Answering telephone calls and responding appropriately to routine enquiries from staff, students, parents and visitors.
- Supporting Reception when required, including welcoming visitors, assisting with signing in and out, recording deliveries and helping with general enquiries.
- Assisting with student administration, including maintaining student files, preparing routine correspondence and helping with timetable, locker and lost property enquiries.
- Supporting the administration of school events such as Open Mornings, Parents’ Evenings, school visits, Sports Day and other school activities.
- Assisting with communications to parents and carers, including preparing standard letters, forms and electronic communications.
- Supporting the administration of staff absence and lesson cover, including recording absence information and assisting with communication with supply agencies.
- Assisting with the preparation, photocopying and collation of school reports, examination papers and other school documentation.
- Helping to maintain office resources and records, including ensuring printers and administrative areas have the necessary paper, toner and other supplies.
- Working professionally and confidentially at all times, following school policies and procedures and safeguarding requirements.
- Undertaking appropriate training and development as part of the apprenticeship and applying the skills and knowledge gained within the workplace.
- Invoicing to purchase equipment, and organising the setup and payment facilities for trips/activities. The apprentice would also have access to support the Finance team prepare invoicing for payment.
Where you'll work
City Way
Rochester
ME1 2FA
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
COLCHESTER INSTITUTE
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.
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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
The apprentice will be working towards the Business Administrator Level 3 Apprenticeship Standard including a City & Guilds Level 3 Diploma for the Business Administrator.
Monthly classes at Colchester Institute (Colchester Campus).
Essential qualifications
- GCSE in:
- maths and English (grade A*-C/9-4)
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
- Customer care skills
- Administrative skills
- Number skills
- Team working
- Initiative
Other requirements
The role will require the applicant to be able to work on a computer for the much of the day, but will provide a wide and varied range of tasks.
About this employer
St John Fisher Catholic Comprehensive School is a co-educational secondary school and sixth form in the heart of historic Rochester, providing a comprehensive, faith-based education for students of all abilities. We are a supportive community committed to excellence in learning and helping every student reach their potential. Our experienced teaching and support staff work closely together, with many colleagues choosing to remain with the school for many years. Our modern, purpose-built school opened in 2023 and provides excellent facilities and IT throughout. We have excellent train and bus links, with free onsite parking for staff and visitors. https://stjohnfisher.school/ (opens in new tab)
After this apprenticeship
Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).
On successful completion of the apprenticeship, the skills and experience gained will provide a strong foundation for a career in school administration or the wider education sector. Future opportunities could include roles in general administration, reception, student services, examinations, admissions or other school support functions, with the potential to progress to more senior administrative roles as experience develops.
Ask a question
The contact for this apprenticeship is:
COLCHESTER INSTITUTE
Colchester Institute - Apprenticeships Team
ci.apprenticeships@colchester.ac.uk
01206712043
The reference code for this apprenticeship is VAC2000048361.
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