Operations Administration Support Apprentice

Gaia Climate Solutions Ltd, Bury St Edmunds (IP30 9QS)

Closes in 21 days (Friday 6 November 2026 at 11:59pm)

Posted on 15 October 2026

Summary

Gaia's Operations Team supports installation projects, logistics, and aftersales. The team is looking to recruit for a Business Administration Apprentice.

Wage: £16,640 a year

Training course: Business administrator (level 3)

Hours: Monday to Friday, 08:00 - 17:00. 40 hours a week

Start date: Monday 30 November 2026

Duration: 1 year 6 months

Positions available: 1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

Day-to-day duties include:

• Liaise with Sales, customers, installers, and Logistics to coordinate installation projects.
• Help schedule installations, arrange deliveries, order materials, and allocate materials to the warehouse.
• Prepare system design drawings, test sheets, and project paperwork for installation and repair teams.
• Maintain the CRM, manage the installation inbox, and retrieve, save, and record project documentation, including site sign-offs.
• Support engineers’ weekly stock takes and keep stock, tool, and toolbox talk records up to date.
• Book deliveries, inductions, and accommodation for installers and engineers.
• Help prepare Friday Packs, ITP Packs, Package Quality Plans, PUWER Registers, RAMs, and site health and safety paperwork.
• Support project valuations with Accounts, raise repair quotations, organise commissioning and spare parts, and handle manufacturer claims.
• Monitor on-site assessment forms, report issues, and uphold Gaia’s health and safety commitment.
• Provide general business support, attend meetings, and cover for Project Managers when required.

Where you'll work

UNIT 4 BRICKFIELDS BUSINESS PARK WOOLPIT BURY ST EDMUNDS IP30 9QS

Training

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

Training provider: WEST SUFFOLK COLLEGE

Training course: Business administrator (level 3)

What you'll learn

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.
• Choose the most appropriate IT solution to suit the business problem.
• 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.
• 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.