Apprentice Contracts Manager / Residential Service Officer - Residential Services

Role Overview

During this programme, you’ll build a powerful foundation of skills in organisation, communication, technology, and project coordination. Business administrators play a key role in supporting operations, solving problems, and driving efficiency across every part of an organisation.

Work Experience

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

Daily Tasks

• Support the Residential Services team with day-to-day contract administration, including maintaining records, trackers, and shared folders, raising purchase orders and invoices.
• Assist with organising site visits and inspections (e.g., booking access, agendas, attendee lists, basic checklists) and recording outcomes and actions.
• Collect, collate, and quality-check data from contractors and internal teams (KPIs, compliance evidence, invoices, service reports) and keep dashboards up to date.
• Help prepare routine reports, briefing notes, and correspondence for review by the Contracts Manager/Head of Residential Services.
• Support contract review meetings by arranging meetings, taking minutes/action logs, and following up on agreed actions.
• Assist with procurement and renewal activity by gathering information, drafting basic documentation/templates, and ensuring audit trails are complete (under supervision).
• Provide customer-focused administrative support, responding to queries and signposting appropriately, escalating issues to a manager when required.
• Undertake learning and development activities as part of the apprenticeship and apply learning to improve ways of working.

Work Location

• Westminster City Hall
• 64 Victoria Street
• London
• SW1E 6QP

Training

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

Training Provider

• BLUE SKY ASSESSING & CONSULTANCY LTD

Training Course

• Business administrator (level 3)

Skills and Knowledge

Course Contents

• Skilled in the use of multiple IT packages and systems relevant to the organisation 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 themselves 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.