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Office Administrator Apprentice at Cobham Primary School
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This role provides administrative support to the school under the direction of the School Business Manager and Senior Leadership Team.
Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.
What you'll do at work
Our Office team are the first point of contact for most people with our school, setting the tone for our relationships and reputation. Our office team uphold and represent the school values: Belonging, Excellence, Aspiration, Courage and Nurture to the highest standards.
- Front of House communications
- Information system administration
- Resourcing
- Financial records
- Leadership support
- Pupil support
- General willingness to roll up sleeves and get stuck in with the day to day operations of the school
B - Belonging
We include and respect everyone, making sure all feel safe and welcome. As a team, we build strong, trusting relationships with pupils, families, and visitors.
- Front-of-House Excellence: Act as the first point of contact in response to telephone and face-to-face enquiries, ensuring a warm, professional, and inclusive welcome that reflects Cobham’s culture
- Safeguarding: Manage visitor sign-in protocols, ensure welcoming environment alongside site and visitor security
E - Excellence
We always try our best, take pride in what we do, and use evidence-informed accuracy to support the school.
- Information Systems Management: Update manual and computerised records/management information systems (MIS) with attention to detail
- Coordination: Maintain the school’s busy internal and external calendars
- General Administration: Prepare and distribute meeting documents and capture accurate notes
- Financial administration: Keep clear financial records and update finance manager accurately
A - Aspiration
We dream big and support the entire school community to aim high and fulfil their potential.
- Enrichment Support: Coordinate and arrange schedules for visiting professionals (e.g., school nurse, photographer, and external specialists)
- Leadership Support: Provide administrative support directly to the Business Manager and Headteacher
C - Courage
We model honesty, bravery, and a growth mindset, addressing challenges fairly and transparently.
- Transparent Problem Solving: Solve problems independently and proactively seek support for problem solving where needed
- Operational Resilience: Monitor the school environment and infrastructure, promptly reporting faulty machinery or equipment to maintain safety and minimal disruption
O - Ownership
- We take responsibility for our actions, our professional conduct, and our impact on school routines
- Safeguarding Compliance: Ensure the timely and systematic collection of attendance registers, following up on absences
- Resource Stewardship: Organise orderly, efficient, and secure storage of school supplies, ensuring resources are monitored and responsibly managed
- Information Logistics: Independently manage office inbox, sharing information efficiently across the team
- Financial Responsibility: Handle cash collections (e.g. fundraising)
N - Nurture
We show care and compassion, helping everyone in our community feel safe, seen, and supported.
- Compassionate Pupil Care: Act as the comforting first point of contact for sick or distressed pupils, creating a calm, reassuring, and supportive environment (First Aid training will be provided)
- Sensitive Communication: Liaise empathetically with parents, carers, and internal staff regarding pupil medical needs and general welfare
- Meal support: Administer documentation and systems relating to school meals, ensuring children's daily dietary preferences and logistical needs are met efficiently
- Medical support: Track medicines provided by parents and administer as required
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Where you'll work
Cobham Primary School
The Street
Cobham
DA12 3BN
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
PROFILE DEVELOPMENT AND TRAINING LIMITED
Training course
Business administrator (level 3)
Understanding apprenticeship levels (opens in new tab)
What you'll learn
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.
- 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.
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Training schedule
- Level 3 Business Administrator Apprenticeship Standard
- Preparation for End Point assessment
- Work-based and tutor-supported online training delivery
- Level 2 Functional Skills in English and maths if required
- https://skillsengland.education.gov.uk/apprenticeship-standards/st0070-v1-0
Essential qualifications
- GCSE in:
- English and maths (grade A*to C or 9 to 4, or predicted)
Desirable qualifications
- Any level 2 or 3 qualification in:
- Business studies or similar (grade Pass, or predicted grade)
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Skills
- Communication skills
- Attention to detail
- Literacy skills
- Numeracy skills
- Computer literacy
- Work to deadlines
- Ability to ask questions
- Confident telephone manner
- Accurate messages
- Good organisational skills
- Ability to use a filing system
- Take accurate notes
- Retain and use information
- Work confidentially
- Attend training courses
- Administrative support tasks
- Equality and diversity
- Respecting needs and views
- Health and safety
- Courteous and confident
Other requirements
Subject to safer recruitment processes, including references and enhanced DBS check.
Cobham is in a rural location that is not well-served by public transport. Candidates will need to have a means of getting here.
About this employer
At Cobham Primary School, our core purpose is to broaden the horizons of every child, so that any door is open to them. We are a warm, vibrant, and highly ambitious community guided by our BEACON values: Belonging, Excellence, Aspiration, Courage, Ownership, and Nurture. These principles ensure that every pupil and staff member feels safe, respected, and inspired to succeed.
We pride ourselves on delivering exceptional, evidence-informed teaching and learning through an ambitious and diverse curriculum. Our pioneering inclusive practices ensure that every child—especially our most vulnerable—achieves well beyond their expectations.
As a member of our team, you will join a deeply supportive culture committed to organisational health. We believe in nurturing our staff just as we do our pupils. We foster an aligned team culture built on open, honest, mutual accountability, and high-quality professional investment.
At the heart of Cobham, we guide our whole community to be respectful, responsible, and ready to learn. If you are an inspiring, courageous professional who shares our passion for equity and exceptional care, we would love to welcome you to our team. Join us, and help us ensure that no limit is placed on what our children can achieve.
https://www.cobham.kent.sch.uk (opens in new tab)
After this apprenticeship
Your earnings can
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