Business Administration Level 3 Apprenticeship [Engineering Sector]

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

Responsibilities

• Manage telephone correspondence and communications
• Greeting visitors
• Provide administration support to the sales team
• Data input and contribute to the accurate recording and entering of sales and pricing information
• Assist in organising, coordinating and recording meetings
• Ensure you comply with Data Protection requirements when storing and sharing confidential / sensitive personal data relating to staff members and client project documentation
• Deal with incoming and external post
• Action in-coming emails promptly, monitoring and directing emails accordingly. Drafting out-going e-mails for Directors
• Manage diaries and book appointments
• Monitor and order stationery and cleaning materials, as directed by the Directors
• Monitor and order site work wear, including checking incoming deliveries
• Calling suppliers for quotations
• Placing order with suppliers for sites around the UK, arranging deliveries and collections of hired equipment and creating the associated purchase order documents
• Setting up enquiry and contract files (hard copy and electronic) and general filing duties
• Keeping the job book schedules, contract trackers and enquiry status sheets up to date
• Finding and booking accommodation for employees
• Updating internal employee health and safety CV’s and the training matrix records
• Assisting Directors with project pricing, including data entry of conveyor components, filling in timesheets and reports with the weekly hours from each site
• Typing up customer feedback and procedural non-conformance forms
• Assist in gathering and creating documentation as part of the client and governing body quality, health and safety appraisals and audits
• Complete case studies about projects already completed
• Assist in marketing projects, including PowerPoint presentations and creating more of an online and social media presence

Requirements

• Experience of Microsoft Office Excel and Word. Apple Mac applications (Numbers and Pages) an advantage
• 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.
• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Team working
• Initiative
• GCSE in: English (grade 4)
• GCSE in: Maths (grade 4)
• A basic interest in maths and engineering is an advantage, but this is not a requirement.