Business Administration Apprentice

Ready to start your career in administration with support every step of the way? Join our team and earn while you learn as a Business Administration Apprentice.

Encompass Geospatial provides precise, detailed mapping, surveying and geospatial data services to help clients plan, build and manage land and infrastructure projects.

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

What you'll do at work:

• Answer incoming calls promptly and professionally, taking accurate messages and ensuring enquiries are passed to the correct person or team.
• Monitor and action emails received in a timely and professional manner.
• Assist with quotation preparation, job acceptances, purchase order processing and the creation of new jobs.
• Administer new client instructions promptly and efficiently, making sure relevant information is recorded accurately and handled in line with internal processes.
• Update spreadsheets, complete data entry tasks and maintain accurate administrative records.
• Assist with the preparation and sending of RAMS documentation and order STAT records as required.
• Order sub-contractor services as part of job-related administration, ensuring requests are recorded accurately and progressed.
• Assist with the administration and recording of Continuing Professional Development activities.
• Provide general administrative assistance to the surveyors and wider team, helping to ensure client instructions and internal tasks are dealt with promptly and efficiently.
• Assist with arranging travel requirements for the survey team, including accommodation.
• Assist with fleet bookings including services, maintenance and repairs.
• Assist with deliveries, day-to-day office administration including ordering of supplies, and maintaining office cleanliness and organisation.
• Provide an end-of-week update to the Administration Manager, highlighting completed tasks, outstanding items and any issues.

Where you'll work:

Yarmouth House
1300 Parkway
Whiteley
Fareham
Hampshire
PO15 7AX

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

Training provider

SOUTH HAMPSHIRE COLLEGE GROUP

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.