A Business Administrator is an integral part of most businesses and they have a highly transferable set of knowledge, skills and behaviour that can be applied to a variety of roles. The responsibilities of the role are to support and engage with different parts of the organisation and interact with internal or external customers, while contributing to the efficiency of an organisation.
During this apprenticeship you could be analysing and presenting business data, organising visits, arranging business travel or accommodation, leading meetings and managing budgets, projects and business risks. A Business Administrator could work in a variety of roles in different settings including Administration Team Leader, Office Supervisor, Personal Assistant and Administration Officer
An Apprenticeship is broken down into three learning categories – skills, knowledge and behaviours. For the Level 3 Business Administrator Apprenticeship you will cover the following:
- 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 is 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
- Understands organisational purpose, activities, aims, values, vision for the future, resources and the way that the political/economic environment affects the organisation
- Knows organisational structure and demonstrates understanding of how their work benefits the organisation. Knows how they fit within their team and recognises how their skills can help them to progress their career
- Has a practical knowledge of managing stakeholders and their differing relationships to an organisation. This includes internal and external customers, clients and/or suppliers. Liaises with internal/external customers, suppliers or stakeholders from inside or outside the UK. Engages and fosters relationships with suppliers and partner organisations
- Understands laws and regulations that apply to their role including data protection, health & safety, compliance etc. Supports the company in applying the regulations
- Understands the organisation’s internal policies and key business policies relating to sector
- Understands the applicability of business principles such as managing change, business finances and project management
- Understands the organisation’s processes, e.g. making payments or processing customer data. Is able to review processes autonomously and make suggestions for improvements. Applying a solutions-based approach to improve business processes and helping define procedures. Understands how to administer billing, process invoices and purchase orders
- Understands relevant external factors e.g. market forces, policy & regulatory changes, supply chain etc. and the wider business impact). Where necessary understands the international/global market in which the employing organisation is placed
- Behaves in a professional way. This includes: personal presentation, respect, respecting and encouraging diversity to cater for wider audiences, punctuality and attitude to colleagues, customers and key stakeholders. Adheres to the organisation’s code of conduct for professional use of social media. Acts as a role model, contributing to team cohesion and productivity – representing the positive aspects of team culture and respectfully challenging inappropriate prevailing cultures
- Shows exemplary qualities that are valued including integrity, reliability, self-motivation, being pro-active and a positive attitude. Motivates others where responsibility is shared
- Takes responsibility for their own work, accepts feedback in a positive way, uses initiative and shows resilience. Also takes responsibility for their own development, knows when to ask questions to complete a task and informs their line manager when a task is complete. Performs thorough self-assessments of their work and complies with the organisation’s procedures
- Is able to accept and deal with changing priorities related to both their own work and to the organisation
- Demonstrates taking responsibility for team performance and quality of projects delivered. Takes a clear interest in seeing that projects are successfully completed and customer requests handled appropriately. Takes initiative to develop own and others’ skills and behaviours
You will be taught, guided and assessed on the above topics over the duration of your Apprenticeship to prepare for your achievement. This will be done via visits at the workplace from your designated assessor who will ensure you are competent in the job you are doing.
To undertake this Apprenticeship you will be required to undergo an assessment with the course tutor. This is nothing to worry about! The tutor will have a conversation with you in order to assess your employability skills and your keenness to learn. They will also want to find out about any prior knowledge you may have. The assessment may include a practical task and a short workbook of basic questions about the industry.
If you do not already hold a GCSE at a grade 4-9 (A-C) or Functional Skill (level 1 – 2) in English and maths then you will be asked to complete a short assessment to determine what level you are currently working at. The results from this, combined with your tutor meeting, will ascertain whether we will be able to accept you onto an Apprenticeship and work with you to find an employer to begin your learning journey.
In order to achieve your apprenticeship you will need to complete an end-point assessment. The end-point assessment is the name given to a series of tests you must take to prove your ability to do the job you have been training for. These tests take place at the end of the Apprenticeship following a period of training and development.
By applying for this position you will go through the College’s assessments and once successful, you will be assigned a Business Engagement Officer who will guide you into employment by supporting you to find the best suited workplace.