Portsmouth City Council Administration Apprentice

Portsmouth City Council is looking for an Administration Apprentice to join their Health and Safety Team. This is an excellent opportunity to gain practical experience in a professional environment and will provide a strong foundation for a career in administration, health & safety, compliance, risk management or local government.

Wage

£25,948 a year

Training course

Administration assistant (level 2)

Hours

Monday - Friday, typically 08.00 - 16.00. 37 hours a week

Start date

Monday 26 October 2026

Duration

1 year

Positions available

1

What you'll do at work

Key Responsibilities

• Provide day-to-day administrative support to the Health & Safety Team.
• Monitor and manage the shared team inbox, responding to straightforward enquiries and directing others to the appropriate person.
• Answer telephone calls and take accurate messages.
• Prepare, scan, photocopy, file and archive documents.
• Maintain accurate electronic and paper filing systems.
• Organise meetings, prepare agendas and take accurate notes or minutes as required.
• Distribute meeting documentation and maintain records of actions.
• Enter accident, incident and near miss information onto PCC's reporting system.
• Update health and safety records, spreadsheets and databases accurately.
• Assist with maintaining records of risk assessments, inspections and other health and safety documentation.
• Identify issues and escalate problems to the Health & Safety Team when beyond remit.
• Support the Health & Safety Team in maintaining records relating to inspections, audits, risk assessments and training.
• Ensure documents are stored correctly and are easy to retrieve.
• Official – Comply with PCC's policies, procedures and health and safety requirements at all times.
• Undertake other reasonable duties as and when required by PCC.
• Attend and actively participate in all apprenticeship training sessions and reviews.
• Complete apprenticeship coursework, assignments and assessments within required timescales.
• Use learning gained through the apprenticeship to support the work of the Health & Safety Team.
• Maintain confidentiality and handle sensitive information in accordance with GDPR and council requirements.
• Assist in maintaining records of health and safety training and support the administration of training bookings where required.

Where you'll work

Civic Offices
Guildhall Square
Portsmouth
Hampshire
PO1 2AL

Training

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

Training provider

HTP APPRENTICESHIP COLLEGE LTD

Training course

Administration assistant (level 2)

Understanding apprenticeship levels (opens in new tab)

What you'll learn

Course contents

• Receive, retrieve, process, record and store information and data.
• Operate within organisational policies, standards and procedures and relevant legislation respecting confidentiality; adapting to operational changes as they occur.
• Use software packages and tools for example AI or automation to input and process data and information, to contribute to routine administration tasks in line with organisational policies and procedures.
• Handle and communicate information in line with organisational policies, procedures and security requirements.
• Recognise and rectify issues and escalate as required. For example stakeholder documents and reports, safeguarding concerns or abusive behaviour.
• Plan and review administration tasks allocated by supervisor.
• Maintain professional relationships with stakeholders.
• Monitor and report on the use of resources such as materials, equipment and supplies.
• Use agreed organisational systems and protocols to manage calendars, diaries and booking systems.
• Source information as requested by stakeholders, ensuring they are shareable. As examples client records, signpost to services or reports.
• Use continuing professional development including self-reflection to support current and future training and development needs.
• Use communication tools to respond to stakeholders using professional language and organisational etiquette.
• Operate within agreed health and safety standards.
• Use time management tools to meet deadlines.
• Handle feedback following expected professional etiquette.
• Maintain wellbeing, accessing organisational support mechanisms if required.
• Review and check own work.
• Use cloud services to share documents for use and or collaboration.
• Protect against security threats for example, strong passwords, two step verification, office tailgating and display of security passes or clothing that identifies secure workplaces.
• Seek clarification and help, when required, to complete assigned tasks within agreed timeframes.