Skip to main content

Apprentice - General Business Administrative Officer

Closing date: 23rd October 2017

Annual wage: £17,800 - £21,544
Working week: Monday-Friday, 9am-5pm, 35 hours
Apprenticeship duration: 23 months
Apprenticeship level: Advanced Level Apprenticeship
Reference number: VAC001302600

Key responsibilities of the role are to support and engage with different parts of the organisation and interact with internal and external customers. With a focus on adding value, you will contribute to the efficiency of the organisation, through the provision of high quality, flexible and comprehensive administrative and office support services.

Apprenticeship summary

Key activities:

  • Assist with administration of various committees and regional employers’ network meetings, including the preparation/planning of agenda, taking minutes/ notes of meetings, liaise with speakers/presenters etc.
  • To maintain committee and network membership lists as directed.
  • Undertake projects and tasks as required, including desk top research and surveys, to support the achievement of divisional and corporate objectives.
  • Undertake job evaluation – e.g. evaluation of job descriptions/person specifications to identify pay scale/range.
  • To assist in the planning and organising of events and publications as appropriate. 
  • Contribute to communications and marketing including drafting copy and case studies for the website, publications and newsletters.
  • Assist in the preparation of presentations as required.
  • Manage online Outlook calendars; arrange meetings and visits, prepare and bring forward supporting documents and papers. 
  • Receive and welcome visitors, ensuring they are well looked after and any particular needs are catered for and be the default point of contact for the Directorate/Division/Team for both telephone and email messages.
  • Make travel and accommodation arrangements for staff attending conferences, training courses and seminars in the UK and abroad.
  • Develop, monitor and maintain the on line document storage system for the Directorate/Division/Team including appropriate access control and archiving in accordance with London Councils rules and procedures, and maintain any paper files required by the Corporate/ Programme Director/Chief Officer/Head.
  • Manage, distribute, process and/or scan and store incoming post and Directorate/Divisional/Team emails, action and progress chase as required. 

General Duties:

  • Contribute to the development of the directorate, its work processes, personal and team development and other organisational practices.
  • Build and maintain effective working relationships with colleagues, customers and partner organisations and to lead on or contribute to joint project working with them.
  • Contribute to, support and comply with London Councils’ equality and quality standards, and implement those standards within the areas of responsibility of the post.
  • To support the division and corporate board in contributing knowledge and expertise in the development of corporate initiatives and policies and to adhere to London Councils’ corporate policies, procedures, regulations and protocols.
  • To take care at all times to uphold health and safety at work for self and others.  To observe London Councils Health and Safety policy and related procedures at all times
  • Carry out any other duties appropriate to the post.

Desired skills

  • Good general administrative skills.
  • Good oral, written and interpersonal skills.
  • Good skills in using Microsoft Office applications including Outlook, Word, Excel and Powerpoint.
  • Good organisational skills, to be able to manage a heavy workload, the ability to work on own initiative and prioritise between conflicting demands to contribute to an efficient office environment.
  • Effective written communication skills and ability to take accurate notes of meetings and write concise summaries for distribution.
  • Able to build and form working relationships and work flexibly, across professional and operational boundaries.
  • Able to work independently and show initiative
  • Able to maintain confidentiality in dealing with a variety of sensitive issues
  • Ability to process and produce numerical information
  • Able to demonstrate knowledge and commitment to equal opportunities

Future prospects

Potential for future career within the organization

Personal qualities

  • A good team player, comfortable with working in small teams and with a commitment to working in partnership with colleagues within the division and London Councils as a whole.
  • Excellent attention to detail and commitment to producing high quality work.
  • Highly motivated, enthusiastic with a “can do” mind-set.

Employees have a duty to behave in a way that reflects well on London Councils, working at all times within the law and according to London Councils policies, procedures and regulations, including the Data Protection Act.

A flexi-time system is worked. Evening and out-of-hours working may be required on occasions and a willingness to travel within England and Wales.

Qualifications required

GCSE Grades A* - C or equivalent

About the employer

London Councils represents London’s 32 boroughs and the City of London. We are a cross-party organisation that works on behalf of all of our member authorities regardless of political persuasion. London Councils makes the case to government, the Mayor and others to get the best deal for Londoners and to ensure that our member authorities have the resources, freedoms and powers to do the best possible job for their residents and local businesses. London Councils runs a number of direct services for member authorities including the Freedom Pass, Taxicard and Health Emergency Badge. It also runs an independent parking appeals service and a pan-London grants programme for voluntary organisations. London Councils acts as a catalyst for effective sharing among boroughs – be that ideas, good practice, people, resources, or policies and new approaches. The strategic direction of London Councils is set by the Leaders' Committee. Meeting eight times a year, our Leaders’ Committee comprises the Leaders of all of London’s local authorities. There is also a cross-party Executive Committee which guides the organisation’s day-to-day work. The London Fire and Emergency Planning Authority and the Mayor’s Office of Policing and Crime are also members.

Training provider

THE COLLEGE OF HARINGEY, ENFIELD AND NORTH-EAST LONDON

Applications for this apprenticeship are being processed by College of Haringey, Enfield and North East London

Contact: Asnan 02084423144

The Advanced Business Administration Apprenticeship is made up of a framework which includes:

  • Business and Administration Diploma Level 3
  • Maths Functional Skills Level 2
  • English Functional Skills Level 2
  • ICT Functional Skills Level 2
  • Employment Rights and Responsibilities

Apprenticeship framework:Business and Professional Administration

To apply for this role please visit the National Apprenticeship Service website. Please note you will need to create a profile to sign in.