(App871) Apprentice Business Administrator Level 3

(App871) Apprentice Business Administrator Level 3 (App871)

Unit A, Clifton Street, Bradford, BD8 7DA

• Sector Business and Administration
• Duration 18-21 months
• Wage £8 per hour

Description

The Administration Officer role plays a pivotal role in supporting the efficient operation of the business and its core services. ey responsibilities include adhering to organisation’s data protection and security processes, maintaining quality standards, communicating with customers and acting as the first point of contact, scheduling appointments, enrolling customers onto the programme, carrying out eligibility checks, signposting to appropriate support, and supporting the Project Manager with preparing for audits, providing accurate data for monthly claim submissions s ongoing monitoring, review and evaluation. The role involves general administrative tasks such as data entry, updating records, dealing with enquires, photocopying, filing, printing, and preparing classrooms for training and one to one to delivery.  Adhering to robust health and safety, safeguarding, equality and diversity, confidentiality and quality standards will ensure all customers are supported in an inclusive, safe and fair manner. Essential skills and attributes for the role include effective communication, organisational, time management, IT, meeting deadlines, working under pressure, team working, problem-solving, customer service, attention to detail, ability to work with disadvantaged customers in a non-judgmental and sensitive manner.

Employer Description

At Positive Echo Yorkshire ltd, our services are underpinned by our core values of fairness integrity and sustainability.  These shape our commitment to developing services that support individuals to address barriers in order to learn, develop and prosper.

The work of Positive Echo is to raise aspirations and support those most in need of support with challenges related to unemployment and economic inactivity. The programme aligns with the UK government's objectives to boost productivity, spread opportunities, restore community pride, empower local leaders, and enhance skills in order to create a skilled workforce and remove barriers to education and employment.

Roles & Responsibilities

• General administrative duties to include, printing, photocopying, setting up classrooms and resources, ordering stationery, minute taking.
• Deal with enquiries both face to face, online and over the phone.
• Deliver professional customer service and deal with complaints effectively.
• Register and enrol customers, check eligibility, complete and update records on the CRM systems. Carry out ID checks.
• Support the tutors to deliver training, complete attendance sheets.
• Establish communication with customers for information, advice and guidance and carry out initial diagnostic and skills assessments.
• Marketing and promotional activities provide information about provision of support and training.  Gather case studies and success stories.
• Promote the availability, value and effectiveness of the service.
• Monitor, evaluate and improve the effectiveness of the service.
• Motivate individuals to use and apply information for skills and career development.
• Support customers to make use of Information, advice and guidance services.
• Signpost to appropriate services for specialist support.
• Enable individuals to access referral opportunities.
• Attend training to develop skills and awareness related to youth unemployment and mental health.
• Maintain quality and teaching standards.
• Comply with funding and contractual requirements.
• Maintain health and safety and carry out regular risk assessments.
• Promote equality, diversity and inclusion.
• Follow robust confidentiality and IT security procedures.

Key Performance Indicators include:

Appointment Booking Efficiency: Assess the percentage of appointments booked accurately and promptly to determine how effectively the Administrative Officer manages schedules and facilitates customer access to services.

Customer Satisfaction Rating: Use surveys or feedback tools to gauge customer satisfaction with the assistant's communication, support, and overall service provision.

Timeliness of Data Entry: Track the time taken to input data into CRM systems to ensure efficient and accurate record-keeping.

Administrative Support Quality: Evaluate the quality of administrative support provided, considering factors like the accuracy of documentation, effectiveness in lesson planning and teaching support, and overall assistance to main tutors.

Accuracy of Meeting Minutes: Monitor the accuracy and completeness of meeting minutes taken by the assistant during board meetings to ensure thorough documentation.

Compliance with IAG and teaching standards: Ensure adherence to organisational policies, procedures, and quality standards by monitoring compliance with relevant standards.

Continuous Professional Development: Assess engagement in reflective practice and skills development activities to promote ongoing improvement.

Team Collaboration: Measure the ability to collaborate effectively with colleagues by evaluating their contribution to team goals and communication with team members.

Skills Required

Communication Skills: Ability to effectively communicate verbally and in writing with colleagues, customers and stakeholders. This includes active listening, clarity in expression, and professional correspondence.

Organisational Skills: Capacity to manage multiple tasks, prioritizes workloads, and meets deadlines and targets. This includes maintaining orderly files, scheduling appointments, and coordinating events efficiently and supporting the team to meet monthly targets.

Team working ability to work with diverse teams and support key members with the delivery of professional and timely support.  Collaborating, sharing best practice and working together to meet organisational objectives.

Time Management: Skills in allocating time effectively to tasks and activities, ensuring productivity and meeting deadlines. This involves setting priorities, planning ahead.

Attention to Detail: Ability to maintain accuracy and precision in tasks such as data entry, proofreading documents, and managing records. This includes spotting errors and inconsistencies and rectifying them promptly.

Problem-Solving Skills: Aptitude for identifying issues, analysing situations, and proposing solutions. This involves critical thinking, creativity, and resourcefulness in resolving challenges that may arise in day-to-day tasks.

Customer Service Orientation: Focus on providing excellent service to clients, customers, and visitors. This includes being courteous, helpful, a