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Housing Business Administration Apprentice (Darlington Borough Council)
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About the Role
We are looking for 3 motivated Business Administration apprentices to provide an office-based, efficient & comprehensive business & administrative support service. These roles include communicating with the public, creating & presenting reports using a range of electronic software, minute taking & other administrative duties.
Weekly Tasks
- Undertake a range of business support tasks such as managing your own emails, copying, scanning, faxing, archiving, posting, answering the telephone and taking messages.
- Input data accurately both manually and electronically on multiple systems, including extracting basic information within set parameters, checking the correct information is provided and chasing missing data.
- Produce basic performance management reports.
- Carry out basic audit and quality control of data input.
- Copy typing from notes, including completing standardised templates.
- Have an excellent understanding of your specific service from training provided in each area of our practices.
- Provide support to deal with a wide range of customer enquiries, ensuring a friendly and responsive service to telephone enquiries, email and visitors, e.g. answering routine queries, signposting and taking messages where appropriate.
- Carry out routine basic invoicing, creating purchase orders, handling of credit cards to include making ad hoc purchases as requested.
- Provide telephone cover and assistance for other teams as required.
- Input, complete and update both manual and electronic standard format data, checking the correct information is provided and chasing missing data.
- Produce standard reports and presentations.
- The population and creation of basic spreadsheets.
- Take basic notes at meetings for purposes within your own team.
- Provide basic facilities management – setting up rooms for meetings, ensuring the required equipment and resources are available and assisting attendees.
- Undertake the coordination of public information and literature, ensuring stock levels are maintained and in date.
- Perform diary management functions for officers in the authority, including arranging and re-arranging meetings, room booking and organising refreshments.
Training and Qualifications
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
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Training Course: Business Administrator (level 3)
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.
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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.
Training to Achieve Qualifications
Level 3 Business Administrator Apprenticeship Standard.
Training will be provided to achieve the following qualifications:
- Level 3 Business Administrator Apprenticeship Standard.
Training will take place weekly, on a day release basis, at Darlington Borough Council Learning & Skills training centre (DL1 5AJ). Here you will develop the knowledge, skills and behaviours to ensure these exceed the minimum requirements for the Business Administrator Level 3 apprenticeship standards.
Essential Qualifications
- GCSE in:
- English (grade 4+/ C+)
- Mathematics (grade 4+/ C+)
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Other Requirements
- You will be required to attend our training centre in Darlington (DL1 1NL) and you will need to make your own way there for day release training.
- Travel to and from the employer, based at The Town Hall, Feethams, Darlington (DL1 5QT), for Tenancy Services role, or Allington Way (DL1 4QB), for Surveying role.
Progression
Your earnings can increase over time with an apprenticeship. Learners could progress to:
- Level 3 Team Leader Apprenticeship.
- Full-time employment upon completion of apprenticeship.
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