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Purchasing Administrator Apprentice
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Join Our Purchasing Department
Learn how a busy drinks wholesaler keeps stock moving. You’ll support supplier orders, maintain accurate records, update delivery schedules, monitor stock and sales data, and liaise with colleagues and suppliers while completing a Level 3 Business Administrator apprenticeship.
About the Role
As a Purchasing Administrator Apprentice, you will become an important part of our Purchasing Department and learn how stock is ordered, monitored, and managed within a busy drinks wholesale business. You will receive support and training from experienced colleagues while gradually taking responsibility for routine purchasing administration.
Your Duties
- Supporting the day-to-day administration of supplier purchase orders and stock replenishment.
- Maintaining accurate purchasing records and keeping supplier documentation organised and up to date.
- Uploading and recording supplier documents on company systems.
- Updating expected delivery dates and purchase order information as new information is received.
- Monitoring outstanding purchase orders and helping to identify late, incomplete, or outstanding deliveries.
- Communicating professionally with suppliers to obtain order confirmations, delivery updates, and other information.
- Reviewing sales and stock information to help the Purchasing Team understand demand and stock requirements.
- Checking information carefully, identifying discrepancies, and raising queries with the appropriate colleague or supplier.
- Working closely with colleagues across Purchasing, Sales, Warehouse, and other departments to help keep information accurate and stock moving efficiently.
- Using Microsoft Office and company systems to maintain records, prepare information, and support routine reporting.
- Helping with general administrative tasks within the Purchasing Department and supporting the team during busy periods.
- As your knowledge develops, taking greater ownership of routine tasks and contributing ideas that could improve administrative processes.
This apprenticeship is designed to give you a strong understanding of business administration in a commercial environment while developing practical experience in purchasing, supplier communication, stock analysis, and cross-department working. You will be given guidance, regular feedback, and time for the training required as part of the Level 3 Business Administrator apprenticeship.
Where You'll Work
CRONDAL ROAD
EXHALL
COVENTRY
CV7 9NH
Apprenticeship Details
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
NORTH WARWICKSHIRE AND SOUTH LEICESTERSHIRE COLLEGE
Business administrator (level 3)
Understanding apprenticeship levels (opens in new tab)
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
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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
- 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.
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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.
The apprentice will work towards the Business Administrator Level 3 apprenticeship standard.
Training will combine structured workplace learning within the Purchasing Department with protected off-the-job training delivered by the training provider online every 4 weeks.
Qualifications
GCSE in:
- Maths & English (grade 4/C)
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Skills
- Communication skills
- IT skills
- Attention to detail
- Organisation skills
- Customer care skills
- Administrative skills
- Team working
- Initiative
- Working Independently
- Approachable
Application Requirements
During busy periods, priorities may change, so good organisation and adaptability are important.
Please research Baby Bottles Wholesale Ltd before applying. In your application and cover letter, explain why purchasing and business administration interest you, and provide examples that demonstrate your organisation, accuracy, reliability, and communication skills. These examples can come from education, work, volunteering, hobbies, or other responsibilities.
Please also include a short personal statement about yourself outside of work or study. You may include team sports, clubs, volunteering, hobbies, or other group activities.
About Baby Bottles Wholesale Ltd
Baby Bottles Wholesale Ltd is a family-run drinks wholesaler with nearly 50 years of experience supplying the hospitality industry across the Midlands. We provide pubs, bars, restaurants, hotels, and other licensed venues with an extensive range of beers, wines, spirits, ciders, soft drinks, snacks, and associated products.
We're proud of our reputation for outstanding customer service, reliable deliveries, and building long-term relationships with our customers and suppliers. As part of our team, you'll join a supportive business that values teamwork, reliability, and delivering excellent service every day.
Career Progression
Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).
Successful completion of the apprenticeship could lead to a permanent full-time position within the Purchasing Department. As your knowledge and experience develop, there will be opportunities to take on greater responsibility, including stock analysis, supplier management, and the potential to progress into a supervisory or management role.
Contact Information
The contact for this apprenticeship is:
NORTH WARWICKSHIRE AND SOUTH LEICESTERSHIRE COLLEGE
The reference code for this apprenticeship is VAC2000046288.
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