Main Duties

• Provide day-to-day administrative support to the Interim Federation Business Manager and Admin/Finance Officer.
• Maintain a high level of confidentiality regarding staff and pupil information.
• Maintain, update, and file HR records both electronically and in hard copy.
• Assist with recruitment administration in line with school policies and safeguarding procedures.
• Input and retrieve information using the school’s Management Information System (MIS).
• Type and prepare correspondence including emails, letters, memos, reports, and staff briefing notes.
• Answer and make telephone calls professionally and efficiently.
• Copy, laminate, scan, and prepare documents as required.
• Arrange meetings, manage paperwork, and maintain electronic diaries.
• Learn how to take accurate minutes during meetings and transcribe them.
• Support the Senior Leadership Team and Interim Federation Business Manager with projects, publications, and documentation.
• Provide front-office cover for absent colleagues when required.
• Liaise with external agencies and suppliers where appropriate.
• Prepare meeting rooms and refreshments for visitors and meetings.
• Support the Admin/Finance Officer with processing requisition orders and purchase orders.
• Check orders for accuracy and distribute documentation to suppliers and budget holders.
• Assist with invoice processing in accordance with Local Authority and School Financial Handbook procedures.
• Investigate and resolve supplier invoice queries and arrange returns, refunds, or credit notes.
• Respond to queries from suppliers, budget holders, staff, and debtors.
• Chase outstanding payments from parents and staff.
• Help monitor school stock supplies and support cost-effective ordering procedures.
• Distribute stock and supplies to staff members.
• Support the school during pupil lunchtimes when required.
• Undertake any other reasonable duties as directed by the school.

The Candidate

• Strong communication and organisational skills.
• Ability to maintain confidentiality and professionalism at all times.
• Good attention to detail and accuracy.
• Confident using IT systems and willing to learn new software.
• Ability to work independently and as part of a team.
• Positive, proactive, and enthusiastic approach to work.
• Ability to prioritise tasks and work in a busy environment.
• Customer-service focused with a friendly and approachable manner.

The successful candidate will be:

• Friendly, professional, and reliable.
• Organised and able to manage multiple tasks effectively.
• Motivated to learn and develop new skills.
• Able to communicate clearly with staff, parents, pupils, and visitors.
• Respectful, trustworthy, and committed to maintaining confidentiality.
• Adaptable and willing to support different areas of the school when needed.
• Positive, enthusiastic, and committed to contributing to the school community.

Training and Development

As an apprentice, you will receive support through both on-the-job learning and formal training as part of your apprenticeship programme. This will typically include:

• Study towards a Level 3 Business Administrator Apprenticeship Standard.
• On-the-job training and mentoring from experienced school professionals.
• Regular review meetings to support progress and development.
• Training in school administration, finance systems, and education-sector processes.

What training will the apprentice take and what qualification will the apprentice get at the end?

The successful candidate will obtain a Level 3 Business Administrator Apprenticeship Standard qualification.

What is the expected career progression after this apprenticeship?

Potential full-time employment opportunities within school administration or finance for the right candidate upon successful completion of the apprenticeship.

Pre-employment checks:

Please be aware that successful applicants will be subject to pre-employment checks, including enhanced DBS checks with child and adult barred list checks, right-to-work checks, and safeguarding procedures in line with Keeping Children Safe in Education guidance.