Business Administrator Apprentice

Job summary

Are you looking for a role that offers personal development and career progression?

Do you want to learn on the job whilst undertaking an apprenticeship to gain a qualification?

Defra is the UK government department responsible for safeguarding our natural environment, supporting our world-leading food and farming industry, and sustaining a thriving rural economy. Our broad remit means we play a major role in people's day-to-day life, from the food we eat, and the air we breathe, to the water we drink.

Digital, Data, Technology and Security (DDTS) is the trusted team for digital across the entire Defra Group.

We have around 1000 colleagues across DDTS and our ambition is to make it easier and faster than ever for people to interact with Defra. If you are ready to drive innovation and push boundaries, we want to hear from you. Join us and together we will create a great place for living, and a green and healthy future for all.

Find out more about DDTS:

Defra digital, data and technology blog

LinkedIn

Defra Jobs

We are Government Digital and Data Candidate Information Pack V3 - 1

Job description

As a Business Administrator Apprentice, you will report into the Capability Development Analyst and will play an important role supporting delivery of the DDTS Capability Strategy. You will contribute to strategic capability development across DDTS by supporting activity to attract, develop and retain Government Digital and Data professionals, while also helping to strengthen digital skills across Defra.

A key aspect of the role, you will coordinate and book training courses for more than 800+ members of staff across DDTS, ensuring that accurate information is gathered, maintained and used effectively. You will also support the analysis of management information, including gathering and tracking learning requirements, assisting with the production of reports for different audiences, liaising with external suppliers and internal subject matter experts where required, and maintaining learning records to monitor skills and capability development.

You will also use strong interpersonal and communication skills to engage effectively with managers and staff with keeping both informed of progress and next steps.

Person specification

Responsibilities:

• Supporting the Capability Analyst in developing and maintaining L&D collation processes and templates.

• Provide support for L&D commissions, including collating returns and tracking delivery against agreed requirements.

• Work with DDTS staff and L&D Functional Managers to coordinate training bookings.

• Liaise with suppliers and internal stakeholders to agree training dates and supporting arrangements.

• Raise purchase orders, track expenditure and monitor attendance against allocated funding.

• Book training courses through relevant systems and portals.

• Arrange and attend supplier meetings, providing secretariat support where required.

• Update L&D products, including learning paths, toolkits and induction materials.

• Support the Capability Analyst and the Capability team with reconciling spend and budgets.

• Support activity with external suppliers and DDTS staff regarding training sessions.

• Support with day-to-day operational queries and administration tasks, including management of a shared mailbox.

Skills and experience:

• Strong interpersonal skills, with the ability to build effective working relationships with colleagues at all levels.

• Creates and maintains accurate records and documents, handles information appropriately, and helps improve ways of working.

• Communicates clearly and professionally using a range of communication methods.

• Chooses the most appropriate approach, responds to queries effectively, and represents the organisation positively.

• Works proactively, uses good judgement, and makes effective decisions. Handles challenges positively and seeks guidance when needed.

• Delivers high-quality work, uses problem-solving skills to improve processes, and provides guidance and support to others.

• Excellent organisational skills, with the ability to manage competing priorities, remains focused and reprioritises quickly to ensure delivery is not adversely affected by changing demands.

• Excellent Microsoft Office skills, including strong proficiency in Outlook and Excel and other collaborative tools, with the ability to work with discretion.

• Takes ownership of tasks, manages priorities effectively, meets deadlines, and supports the smooth coordination of activities and resources.

• Experience of managing, maintaining and presenting data accurately.

• Experience of working with established processes, including maintaining, updating and improving them where appropriate.

• Technical or administration skills would be an advantage but are not necessary.

Apprenticeship Eligibility Criteria

To be eligible to apply you must:

1. Be ordinarily resident in the UK for at least 3 years*, on the first day of the apprenticeship.

*All apprentices must be currently ordinarily resident in the UK, however there are some exceptions to the 3-year requirement, which are outlined in the Apprenticeship funding rules - GOV.UK

2. Work for more than 50% of your time in England – it is not essential to live in England, but you must physically work for more than 50% of your time in England

3. Ideally work for 37 hours per week

4. Your training provider will advise you on the number of hours allocated to apprenticeship training with the remainder of your time being spent 'on the job' in
the workplace

5. Be able to demonstrate that the apprenticeship will provide “substantive new skills and learning” and that the apprenticeship programme it is “materially different to any other training undertaken or qualification held”.

6. If aged 16 - 18 at the start of the apprenticeship, you will have to provide evidence of a ‘pass’ in GCSE Maths and English (or equivalent) OR be willing to complete Functional Skills modules in working level Maths and English as part of the apprenticeship.

Behaviours

We'll assess you against these behaviours during the selection process:

• Managing a Quality Service
• Delivering at Pace
• Developing Self and Others
• Working Together

We only ask for evidence of these behaviours on your application f