Apprentice Administrator

Introduction

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.

About the Employer

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.

What You'll Do

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

Training 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.

Skills Required

• 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

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

Course Information

Course: Administration assistant (level 2)

Level: 2

Route: Business and administration

Apprenticeship Level: Intermediate

Working Arrangements

Working Week: Start and finish times: 8.00am - 4.00pm Monday to Thursday 8.00am - 3.30pm Friday.

Expected Duration: 1 Year

Training Provider: KIRKLEES COLLEGE

This employer is part of the Disability Confident scheme, committed to employing disabled people.