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Business Administration Apprentice
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Business Administration Apprentice
The Business Administration Apprentice will provide high-quality administrative, secretarial, financial, and compliance support to BOX3 LTD’s directors and growing Business Operations team.
The role encompasses a wide variety of tasks. Responsibilities will evolve as your competence and confidence grow, with increasing ownership and complexity over the 18-month programme.
Business Administration & Secretarial Support
- Manage all incoming and outgoing correspondence (email, post, client portals), drafting professional responses and ensuring timely escalation or resolution.
- Maintain accurate, well-organised electronic and physical filing systems, document version control, and central knowledge repositories (SharePoint/OneDrive).
- Coordinate travel, accommodation, and logistics for directors and team members attending client meetings, training events (e.g. ServiceNow Knowledge), and business development activities.
- Provide comprehensive personal assistant support to the Managing Director and Director of Operations: diary management, meeting scheduling, agenda preparation, and prioritisation of commitments.
Finance & Commercial Administration
- Prepare, format, and issue client invoices and statements in line with signed contracts, billing schedules, and company procedures.
- Receive, log, and process supplier invoices and expense claims; maintain the purchase ledger and support timely payments.
- Monitor aged debt, professionally chase outstanding payments, and contribute to cashflow and management reporting.
- Assist with basic business finance management: budget tracking, forecast inputs, credit card reconciliations, and preparation of monthly financial packs for directors.
- Support payroll and pension administration processes as the team expands.
Contracts, Compliance & Governance
- Draft, format, and issue contracts, Statements of Work (SoWs), NDAs, and variation orders using approved templates; coordinate internal review and approval workflows.
- Maintain the central contract register, insurance certificates, compliance trackers, and supplier/client due-diligence records.
- Conduct compliance and pre-engagement checks; support maintenance of company registers and statutory filings (under supervision).
- Uphold strict confidentiality, data protection (UK GDPR), and information security standards — particularly important when handling public sector client data.
- Assist with policy reviews, process documentation, and implementation of improvements aligned to BOX3’s business continuity and governance frameworks.
Meetings, Projects & Stakeholder Coordination
- Organise, attend, and produce accurate, professional minutes and action logs for internal and client meetings; proactively chase actions to completion.
- Support business development and bid activity: formatting proposals and responses, collating CVs and compliance evidence, coordinating submissions, and maintaining bid trackers.
- Provide light-touch project coordination support: timesheet collection, milestone tracking, and basic RAID log maintenance (as competence develops).
- Help organise company events, team away-days, and client hospitality.
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General Business Support & Continuous Improvement
- Act as a central point of contact for routine operational queries from directors, contractors, and external parties.
- Identify and propose process improvements to increase efficiency, reduce errors, or enhance the candidate/apprentice experience.
- Fully engage with the apprenticeship programme: complete all off-the-job learning, build a high-quality portfolio, participate in progress reviews, and prepare thoroughly for End Point Assessment (EPA).
- Undertake any other reasonable duties required to support the smooth operation and growth of BOX3 LTD.
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
SHEFFIELD CITY COUNCIL
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.
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Training schedule
You will be working towards a level 3 business administration apprenticeship.
You will attend training one day a week.
Essential qualifications
GCSE in:
- Maths & English (grade 4/C Equivalent or above)
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
BOX3 is a UK-owned, truly independent consultancy
Our founders bring over 50 years of accumulated experience delivering transformation across Central Government, Law Enforcement, Health, and National Security https://box3.tech/ (opens in new tab)
Company benefits
- Travelcard Loan Scheme: We offer the option of a travelcard loan scheme where we will cover the cost of your travelcard upfront and deduct from your pay over time.
- Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).
- Successful completion of the apprenticeship opens clear progression routes within BOX3 LTD’s Business Operations, Finance, and Project Management practices.
- With our ambitious growth plans (dedicated Sheffield office, team expansion to 5–8+ staff, telecom reseller development, and regional/offshore capability), there will be tangible opportunities to move into permanent roles such as:
- Business Administrator / Operations Coordinator
- Finance Assistant / Commercial Administrator
- Project Coordinator / Bid Support Specialist
- Executive Assistant to Directors (as the business scales)
We are committed to developing our people internally. Many of our future leaders and specialists will come from apprenticeship and early-career routes. Salary upon successful completion and transition to a permanent role is targeted at £25,000 per annum (subject to role, performance, and market conditions), with ongoing annual salary reviews and access to the company bonus scheme.
The contact for this apprenticeship is:
SHEFFIELD CITY COUNCIL
John Whittaker
John.Whittaker@Sheffield.gov.uk
The reference code for this apprenticeship is VAC2000050101.
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