Apprentice Administrator
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.
Role
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
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
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.
- Apprenticeship Standard
- Administration assistant (level 2)
- Training Provider
- KIRKLEES COLLEGE
- Working Week
- Start and finish times: 8.00am - 4.00pm Monday to Thursday 8.00am - 3.30pm Friday.
- Expected Duration
- 1 Year
- Positions Available
- 1
- Closing Date
- Monday, 31st August 2026
- Start Date
- Monday, 7th September 2026
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
- Maths and English GCSE, grade C/4 or above (Essential)
- ICT BTEC, grade Pass, Merit or Distinction (Desired)
- OFFICE 365 Microsoft, grade Word, Outlook & Excel (Essential)
- Experience working in an office or with customers Work Experience, grade 6/12 months (Desired)