Project Admin Apprentice

Project Admin Apprentice supports the Projects team by maintaining accurate records, documentation, meeting notes, actions and communications. Working with Project Managers and Co-ordinators, you'll learn Ampito's project systems and processes while completing an apprenticeship

Role & Responsibilities

Project administration and documentation:

• Maintain project folders, templates, trackers, contact lists and document registers in line with agreed project governance
• File, name and version-control project documents accurately, including statements of work, plans, reports, meeting notes and completion records
• Update routine project information in approved systems, spreadsheets, Smartsheet, SharePoint and online portals under guidance
• Prepare standard project documents and packs using agreed templates, checking they are complete and professionally presented
• Assist with gathering, checking and recording site, delivery, engineering and customer information required by the project team

Meetings, actions and communications:

• Arrange project meetings, issue invitations and coordinate rooms or online meeting links
• Prepare draft agendas, attend meetings where required, take clear notes and circulate minutes for review
• Maintain action logs and send reminders to action owners, escalating overdue or unclear items to the Project Manager or Project Co-Ordinator
• Draft routine emails, updates and requests for review before issue, and direct queries to the appropriate team member
• Support the preparation of regular project status information by collating updates from agreed sources

Orders, logistics and scheduling support

• Assist with raising and tracking routine requests for equipment, deliveries, access, travel, accommodation and engineer visits in accordance with company processes
• Liaise with Operations, Logistics, engineers and third parties to obtain updates, then record and share them with the project team
• Check delivery and appointment details, maintain schedules and flag discrepancies or potential delays promptly
• Keep records of project correspondence, receipts and supporting information where required

General team administration

• Provide day-to-day administrative support to the Projects team, including printing, scanning, filing, data entry and document formatting
• Help maintain shared mailboxes, calendars, distribution lists, templates and team information as directed
• Provide cover for routine administrative tasks during colleague absence, with appropriate support
• Handle company, customer and employee information confidentially and in line with data protection and information security requirements
• Undertake other reasonable administrative duties appropriate to the apprentice role

Learning and development

• Complete the required apprenticeship learning, assignments and reviews, applying learning in the workplace
• Develop practical knowledge of project lifecycles, governance, documentation, customer service and business administration
• Build proficiency in Microsoft Word, Excel, Outlook, Teams, SharePoint, Smartsheet and other relevant business systems
• Seek feedback, maintain a learning record and take ownership of agreed development objectives
• Progress from closely supervised tasks to greater independence as competence is demonstrated

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Team working
• Initiative
• Willingness to learn
• Positive attitude
• Reliable & dependable
• Time management
• Meet deadlines
• Maintain confidentiality
• Prioritise workload
• Flexible & adaptable
• Microsoft Office skills
• SharePoint awareness
• Online portal awareness
• Follow processes well
• Previous office experience
• SharePoint knowledge
• Smartsheet awareness
• Cisco Webex awareness
• Online portal experience
• Interest in technology
• Interest in projects

• 3 more other than English and Maths GCSE, grade A*-C/ 9-4 (Essential)
• English GCSE, grade A*-C/ 9-4 (Essential)
• Maths GCSE, grade A*-C/ 9-4 (Essential)