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Apprentice Work Experience Co-ordinator
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Role Overview
This role is pivotal to the success of our Work Experience team with a focus on providing administrative support. It is an exciting and varied role, supporting students, parents, curriculum staff, and employers to ensure that all work experience placements are safe and meaningful, resulting in a positive experience for all.
Administrative Support
- Work Experience Programme: Undertake administrative tasks associated with the monitoring and delivery of the work experience programme, across both College campuses.
- Health and Safety: Ensure appropriate Health and Safety forms and parental consent checks are completed prior to any work experience taking place.
- Employability Team Support: Monitor the Employability team inbox, respond, and signpost as necessary.
- Data Management: Update employer and student details on Navigate ensuring the data is correct and up to date. Pull reports from Navigate as required for the team. Perform monthly audits of Navigate to identify any gaps or issues with the data. Answer Navigate queries from Faculty teams (on completion of Navigate training).
- DBS Process: Complete the DBS process for all placements requiring a DBS and all communication relating to this with students, employers, and curriculum staff.
- Placement Administration: Assist the Work Experience Officers with block week placement administration, chasing employers, students, and parents for the correct information needed to progress the placement.
Events
- Event Delivery: Assist the Work Experience team to deliver a programme of employability-related events across the academic year to include employability fairs, mock interviews, virtual work experience, employer talks, workshops, and volunteering opportunities.
- Employer Engagement: Research and source employers, send out invites, email/phone employers in the lead up to events, and confirm attendance.
- Collaboration and Coordination: Collaborate with the Faculty teams, book appropriate rooms, ensuring successful delivery of the events, and coordinate post-event feedback.
- Logistics and Paperwork: Book refreshments or parking for events, and inform Reception of attendees, complete all necessary paperwork.
- Promotional Activities: Gather case studies from students and employers and work with the Marketing team to develop promotional activities to raise the profile of work experience opportunities.
- Open Days and Events: Attend college open day and employer events where there is an opportunity to engage with potential employers. Attend events as required such as mock interviews and events alongside other members of the Employability team. Attend offsite visits to employers with another member of the Work Experience team as required.
General Administration
- Stationery and Travel Requests: Process stationery orders/student travel requests for the Work Experience team.
- Communication: Send cross-college work experience communication at the request of the Head of Work Experience and Careers.
- Document Updates: Update handy guides and work experience leaflets as required.
- Meeting Coordination: Book rooms for whole team and one-to-one meetings.
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Apprenticeship Details
Training Provider
NEW COLLEGE SWINDON
Training Course
Business Administrator (Level 3)
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 presents solutions to management. Drafts correspondence, writes reports, and is 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 from 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
- Working towards the Business Administration Level 3 Standard
- On the Job provided by the workplace
- Off the Job provided by New College Swindon
Essential Qualifications
- GCSE in:
- Maths (grade 4)
- English (grade 4)
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Other Requirements
- Passing a Disclosure and Barring Service (DBS) check
- Prepared to work at North Star or Queens Drive (or any other College campus) as required
- To attend and support at events outside of normal working hours
About Us
Welcome to our vibrant, dynamic, and innovative college. We are committed to providing the best teaching, learning, facilities, enrichment, and development opportunities for all of our students. Our belief in 'One College for Swindon' gives all students in Swindon and the surrounding areas access to high-quality teaching and learning. Whether you want to start your career, get a university place, secure a promotion, or find a new hobby, we can help.
Disability Confident
A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long-term health condition. This includes non-visible disabilities and conditions.
You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.
Your earnings can increase over time with an apprenticeship. Find out about potential future pay [here](opens in new tab).
Completion
Completion of Business Admin Level 3 Standard
Contact Information
The contact for this apprenticeship is:
- NEW COLLEGE SWINDON
- India Walton-Salmon
- Email: india.walton-salmon@newcollege.ac.uk
- Phone: 07826317822
Reference Code
The reference code for this apprenticeship is VAC2000044362.
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