Ref: 2000049699

LEVEL 2

Apprentice Administrator

SHARE Multi-Academy Trust

Business and administration

This is an exciting opportunity to work for SHARE Multi Academy Trust undertaking varied duties. You will be working with a hardworking and friendly team.

APPRENTICESHIP

OVERVIEW

The role will include:

Administration / Customer Service

Inputting data with a high level of accuracy
To deal courteously and efficiently with all visitors and provide refreshments
Answering the telephone in a professional manner
Assisting all members of the team as / when required
Ensure that trust policies are observed and that good practice is encouraged, particularly in the areas of health and safety, equal opportunities and confidentiality

Premises & Compliance:

Coordinate and maintain compliance records relating to health and safety, estates and statutory requirements
Monitor renewal dates and support the effective management of premises-related documentation
Liaise with contractors, suppliers and schools to ensure compliance activities are completed within agreed timescales
Produce reports and maintain databases to support strategic compliance monitoring
Identify areas for improvement and recommend more efficient and administrative processes
Support with the input and processing of orders on the financial database, maintaining accurate records
Support projects relating to estates, facilities and compliance across the Trust

HR & Payroll:

Provide administrative support throughout the employee lifecycle, including recruitment, onboarding and personnel changes
Maintain HR systems and employee records, ensuring accuracy and confidentiality
Prepare payroll information / support monthly payroll processes including the inputting of timesheets
Produce correspondence, reports and documentation relating to staffing matters
Liaise with schools, managers and external providers to resolve routine queries

Marketing and Personal Assistant Duties:

Coordinate communication activities across the trust, ensuring information is presented professionally and accurately
Support the development of newsletters, website content and social media communications in line with trust guidelines
Manage diaries, meetings and events for senior leaders and maintain action trackers
Draft correspondence, presentations and reports using a range of digital systems
Build positive relationships with internal and external stakeholders and represent the trust professionally
Support projects and initiatives that contribute to the trust’s strategic priorities
Use digital platforms and communication tools effectively to promote engagement and collaboration

Data Protection:

Support the implementation and monitoring of GDPR and information governance procedures
Maintain accurate records relating to data requests, retention schedules and compliance activities
Produce reports and documentation to support data protection monitoring
Liaise with stakeholders across the trust regarding information requests and record management
Identify issues and escalate concerns in accordance with established procedures

Governance:

Organise trustee, committee and local governance meetings, including preparation and distribution of agendas and papers
Produce accurate minutes and maintain action logs and governance records
Ensure governance documentation is stored securely and complies with statutory requirements
Communicate effectively with trustees, governors and senior leaders, acting as a professional point of contact
Support the preparation of reports and information required for statutory returns and meetings
Contribute to continuous improvements in governance administration processes

You will be required to pass a Disclosure and Barring Service (DBS) check.

There are good transport links by bus to the Cleckheaton site. Please check cost and time it will take to travel.

As part of your contract, you will be required to work at other sites, this will be arranged and agreed ongoing. You will make your own travel arrangements.

The postholder will be linked with a school within the Trust to help develop their understanding of how central administration teams support schools. Wherever possible, this will be a school that is either closest to the postholder’s home address or the easiest for them to travel to.

It would be desirable if you had use of a car but not essential.

Desired Skills

Communication skills, IT skills, Attention to detail, Organisation skills, Customer care skills, Problem solving skills, Presentation skills, Administrative skills, Number skills, Analytical skills, Logical, Team working, Creative, Initiative, Non judgemental, Excellent attendance, Microsoft Office, Word & Excel

Qualifications

GCSE in Maths and English with grade C/4 or above (Essential)BTEC in ICT with grade Pass, Merit or Distinction (Desired)Microsoft in OFFICE 365 with grade Word, Outlook & Excel (Essential)Work Experience in Experience working in an office or with customers with grade 6/12 months (Desired)

What will I learn

The qualification will involve the candidate undertaking the following duties to meet the Knowledge, Skills and Behaviours required for the Apprenticeship Standard:

Duty 1 Communicate with stakeholders, such as internal teams and external organisations, using appropriate methods and professional language. This may include letters, phone, face-to-face, e-mail, videocall, online chat functions or digital platforms.

Duty 2 Support internal or external events or meetings, in person or on line, following organisational policies and procedures.

Duty 3 Access and store information securely in line with organisational requirements for future use and recovery. For example physical and or digital filing systems.

Duty 4 Use software packages to collate, input and extract data and information in line with organisational requirements. For example updating office databases, stakeholder records or notes, finance records, CRM systems or sending mailshots.

Duty 5 Format and input data in line with organisational requirements. For example, redacting information, stakeholder details, expenses, travel and routine reports. Report or escalate errors, breaches or concerns to supervisor or line manager.

Duty 6 Provide support to team members to help ensure that activities are carried out within agreed timescales, budgets and quality expectations. For example, ordering and reporting on office resources or sourcing information. Inform line manager or supervisor on any changes, anomaliesor concerns.

Duty 7 Identify, collate and handle data and information from different sources such as business, stakeholder records and delivery notes. Share securely, confidentially and in line with organisational expectations and requirements.

Duty 8 Be aware of the organisation’s priorities andactivities, and how the role supports these. For exampleundertaking routine tasks such as presenting information and producing documents.

Duty 9 Identify issues and escalate problems to others
when beyond remit.

Duty 10 Plan and review workload with supervisor to
ensure best use of time to complete allocated tasks to
deadlines.

Duty 11 Keep up to date with sector developments to
enhance skills and follow a continuous professional
development plan.

You will complete an End Point Assessment this will involve the following:

Showcase/Portfolio
Interview
Practical Observation
Professional Discussion

Apprenticeship Outcome

There may be a possibility that you will gain a permanent position following successful employment as well as achievement of the full apprenticeship qualification.

There may also be further apprenticeship / other training available following successful employment and achievement of the apprenticeship qualifications.

About the employer

SHARE Multi-Academy Trust

Welcome to SHARE Multi-Academy Trust

We are a small, friendly partnership, currently consisting of five secondary and four primary schools in West Yorkshire. Our core belief is about valuing people and helping them to be as successful as they can be. This is both challenging and rewarding and we hope you find it inspiring.

In the years since the Trust was formed in 2011, schools everywhere have seen a considerable amount of change. We have met these challenges with a shared approach, working as a team, enjoying the support of shared moderation, making us stronger and more structured. Through supporting and challenging each other, the Trust has enriched each member school beyond our expectations.

We encourage the sharing of our expertise, whether it’s about recruiting and retaining good staff or improving the quality of learning; we all contribute and share our experience and best practice, helping to make our schools better places for our staff and pupils.

High performing schools enjoy the opportunity to contribute and share good practice, meeting with like-minded headteachers as partners and helping to improve the standard of education for young people.

Our own model for school improvement is an effective resource that we regularly tap into: good behaviour, good routines in lessons, tackling teacher expectations, stretching pupils and marking with constructive feedback are the key foundations we build on for long-term success. Schools that need more support soon begin to thrive.