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Apprentice Administrator
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Job Description
This is an exciting opportunity to work for SHARE Multi Academy Trust undertaking varied duties. You will be working with a hardworking and friendly team.
The role will include:
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Administration/Customer Service
- Inputting data with a high level of accuracy
- To deal courteously and efficiently with all visitors and provide refreshments
- Answering the telephone in a professional manner
- Assisting all members of the team as/when required
- Ensure that trust policies are observed and that good practice is encouraged, particularly in the areas of health & safety, equal opportunities, and confidentiality
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Premises & Compliance
- Coordinate and maintain compliance records relating to health and safety, estates, and statutory requirements
- Monitor renewal dates and support the effective management of premises-related documentation
- Liaise with contractors, suppliers, and schools to ensure compliance activities are completed within agreed timescales
- Produce reports & maintain databases to support strategic compliance monitoring
- Identify areas for improvement and recommend more efficient and administrative processes
- Support with the input and processing of orders on the financial database, maintaining accurate records
- Support projects relating to estates, facilities, and compliance across the Trust
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HR & Payroll
- Provide administrative support throughout the employee lifecycle, including recruitment, onboarding, and personnel changes
- Maintain HR systems and employee records, ensuring accuracy and confidentiality
- Prepare payroll information/support monthly payroll processes including the inputting of timesheets
- Produce correspondence, reports, and documentation relating to staffing matters
- Liaise with schools, managers, and external providers to resolve routine queries
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Marketing and Personal Assistant Duties
- Coordinate communication activities across the trust, ensuring information is presented professionally and accurately
- Support the development of newsletters, website content, and social media communications in line with trust guidelines
- Manage diaries, meetings, and events for senior leaders and maintain action trackers
- Draft correspondence, presentations, and reports using a range of digital systems
- Build positive relationships with internal and external stakeholders and represent the trust professionally
- Support projects and initiatives that contribute to the trust's strategic priorities
- Use digital platforms and communication tools effectively to promote engagement and collaboration
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Data Protection
- Support the implementation and monitoring of GDPR and information governance procedures
- Maintain accurate records relating to data requests, retention schedules, and compliance activities
- Produce reports and documentation to support data protection monitoring
- Liaise with stakeholders across the trust regarding information requests and record management
- Identify issues and escalate concerns in accordance with established procedures
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- Governance
- Organise trustee, committee, and local governance meetings, including preparation and distribution of agendas and papers
- Produce accurate minutes and maintain action logs and governance records
- Ensure governance documentation is stored securely and complies with statutory requirements
- Communicate effectively with trustees, governors, and senior leaders, acting as a professional point of contact
- Support the preparation of reports and information required for statutory returns and meetings
- Contribute to continuous improvements in governance administration processes
Apprenticeships include time away from working for specialist training. You’ll study to become a Business Administrator (level 3).
More training information:
- The apprenticeship programme to be undertaken will be dependent upon the successful candidate's qualifications and experience.
- If you do not meet the criteria, you may be offered the opportunity to complete the Level 2 Administrator Assistant Apprenticeship.
- Should you be offered the Level 2 apprenticeship, on successful completion, you may be offered the opportunity to later progress onto the level 3 qualification.
- Each course will cover a range of Skills, Knowledge, and Behaviours as outlined by the apprenticeship standard. These will be transferable and suitable to an administration role in any sector.
- As part of your contract of employment, completion of the apprenticeship training programme forms part of your duties as well as helping your personal and professional development; the requirements to complete the programme are as follows:
- Attend and be punctual for all induction sessions, lessons, work-based training/support sessions
- Complete all required assignments by the required timeline
- Build up your portfolio of evidence on-going
- Access support from your tutor/assessor as and when required
Essential qualifications:
- GCSE in:
- Maths and English (grade C/4 or above)
- Work Experience in:
- Experience working in an office or with customers (grade 6/12 months)
- Microsoft in:
- OFFICE 365 (grade Word, Outlook & Excel)
Desirable qualifications:
- BTEC in:
- ICT (grade Pass, Merit, or Distinction)
- Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
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Other requirements:
- You will be required to pass a Disclosure and Barring Service (DBS) check.
- There are good transport links by bus to the Cleckheaton site. Please check the cost and time it will take to travel.
- As part of your contract, you will be required to work at other sites, this will be arranged and agreed upon ongoing. You will make your own travel arrangements.
- The postholder will be linked with a school within the Trust to help develop their understanding of how central administration teams support schools. Wherever possible, this will be a school that is either closest to the postholder’s home address or the easiest for them to travel to.
- It would be desirable if you had use of a car but not essential.
Welcome to SHARE Multi-Academy Trust
We are a small, friendly partnership, currently consisting of five secondary and four primary schools in West Yorkshire. Our core belief is about valuing people and helping them to be as successful as they can be. This is both challenging and rewarding, and we hope you find it inspiring.
In the years since the Trust was formed in 2011, schools everywhere have seen a considerable amount of change. We have met these challenges with a shared approach, working as a team, enjoying the support of shared moderation, making us stronger and more structured. Through supporting and challenging each other, the Trust has enriched each member school beyond our expectations.
We encourage the sharing of our expertise, whether it’s about recruiting and retaining good staff or improving the quality of learning; we all contribute and share our experience and best practice, helping to make our schools better places for our staff and pupils.
High performing schools enjoy the opportunity to contribute and share good practice, meeting with like-minded headteachers as partners and helping to improve the standard of education for young people.
Our own model for school improvement is an effective resource that we regularly tap into: good behaviour, good routines in lessons, tackling teacher expectations, stretching pupils, and marking with constructive feedback are the key foundations we build on for long-term success. Schools that need more support soon begin to thrive.
Your earnings can increase over time with an apprenticeship. Find out about potential future pay.
- There may be a possibility that you will gain a permanent position following successful employment as well as achievement of the full apprenticeship qualification.
- There may also be further apprenticeship/other training available following successful employment and achievement of the apprenticeship qualifications.
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