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Capital Projects Business Administration Apprentice
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Business Administration Apprentice
We are seeking a highly organised and methodical Business Administration Apprentice to support New City College’s Capital Projects Team. The Capital Projects Team manages a range of strategic development and construction projects across the college.
Working closely with the Capital Projects Programme Manager and wider Capital Projects team, the apprentice will provide practical administrative support across governance, procurement, finance, and project administration.
The role will help ensure that all meetings, documents, financial records, and project information are well organised, accurate, and kept up to date.
This is a varied role suited to someone who enjoys working systematically, has strong attention to detail, and takes pride in producing work to a high standard.
The apprentice will support the Capital Projects team with:
- Document and records management: preparing, formatting, proofreading, and issuing professional documents using Microsoft Word and Adobe Acrobat, and maintaining clear, accurate, and well-organised electronic project files in accordance with agreed filing, naming, and version-control processes.
- Meeting and diary administration: scheduling meetings, managing diary invitations, booking rooms, setting up Microsoft Teams meetings, and supporting the coordination of project meetings.
- Governance administration: supporting the preparation, collation, and distribution of agendas, Board papers, and other governance documentation, and maintaining accurate meeting and governance records.
- Procurement administration: supporting procurement processes through maintaining trackers and records, organising supplier documentation and correspondence, and ensuring procurement information is accurately recorded and filed.
- Finance administration: maintaining accurate project financial records using the College’s Financial Explorer system and project finance trackers, including raising purchase orders, setting up suppliers, processing Goods Receipt Notes (GRNs), assisting with invoices, and recording project expenditure.
- Data and project tracking: maintaining accurate spreadsheets, project trackers, logs, and other programme information using Microsoft Excel and other College systems.
- Communication and coordination: drafting clear and professional correspondence, liaising appropriately with colleagues, suppliers, and other stakeholders, and following up agreed actions and information as required.
- General programme administration: working closely with the Capital Projects Programme Manager and wider team to provide effective day-to-day administrative and coordination support across the Capital Projects programme.
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Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
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 themselves 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.
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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.
Essential qualifications
- GCSE in:
- English (grade 4 or above (A-C))
- Maths (grade 4 or above (A-C))
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Passing a Disclosure and Barring Service (DBS) check.
We are east London’s largest college with 20,000 students and the second largest in all of London. We have campuses in each of our three boroughs ensuring that our shared communities continue to have access to the largest choice of courses and training that will best prepare them for accessing the increasing career opportunities in this fast-developing part of London. We provide education and training to young people aged from 14-18 years and to adult learners. This includes a large offering of 100+ courses at A-Levels to vocational in a range of subjects including business, IT, performing arts, graphic design, games design, social sciences, maths and science, health and social care, trade skills, and catering, as well as pre-university entry courses such as Access to Higher Education and Higher National Certificates.
Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).
Possibility of permanent position upon completion of the apprenticeship.
The contact for this apprenticeship is:
NEW CITY COLLEGE
Mylene Slama
Mylene.Slama@ncclondon.ac.uk
The reference code for this apprenticeship is VAC2000054046.
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