Business Administration Apprentice at XceCo

As a Business Administration Apprentice at XceCo, you'll play a key role in supporting commercial activities, preparing contracts and tenders, producing reports, analysing business data, and building relationships with clients, suppliers, and colleagues.

What you'll do at work

• Support the day-to-day administration of the business, ensuring records, systems, and documentation are accurate and up to date.
• Assist with the preparation, review, and servicing of commercial contracts and project documentation.
• Provide administrative support for tender submissions and bid writing, ensuring information is accurate and submitted within deadlines.
• Prepare reports, spreadsheets, and presentations using Microsoft Office to support business operations and decision-making.
• Analyse business data and produce management information to identify trends and support continuous improvement.
• Communicate professionally with clients, suppliers, and internal stakeholders by telephone, email, and video conferencing.
• Coordinate meetings, prepare agendas, take minutes, and distribute actions to attendees.
• Manage shared inboxes, calendars, and diaries and arrange meetings when required.
• Maintain electronic filing systems and ensure confidential information is handled in accordance with company policies and GDPR.
• Support the onboarding of new projects by preparing documentation and coordinating administrative activities.
• Assist with procurement activities, raising purchase orders, and maintaining supplier records where required.
• Support the commercial and technical teams with administrative tasks to ensure the successful delivery of renewable energy projects.
• Assist in organising and attending industry events, exhibitions, client meetings, and networking opportunities when appropriate.
• Prepare professional correspondence, reports, and business documents to a high standard.
• Maintain accurate records within company databases and business management systems.
• Work collaboratively across departments, demonstrating the company's values of safety, collaboration, integrity, reliability, and professionalism.
• Identify opportunities to improve administrative processes and contribute ideas that enhance business efficiency.
• Undertake any other reasonable administrative duties appropriate to the role and support the successful completion of the Level 3 Business Administrator Apprenticeship.

Where you'll work

North Quay
Grimsby
DN31 3SY

Training provider

TEC PARTNERSHIP

Training course

Business administrator (level 3)

What you'll learn

• 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.