Business & HR Administration Apprentice

General Administration to include:

• Answering the telephone in a polite and professional manner
• Accurately communicate via email and letter
• Using Microsoft Packages, in particular Word and Excel
• Responsible for co-ordinating the post
• Inputting data onto internal systems with a high level of accuracy
• Responding to requests for information promptly 
• Managing reordering of stationery, refreshments and consumables
• Producing reports, when requested.
• Any other relevant duties to support the needs of the business

Human Resources and Staff Development functions:

• Maintaining and updating HR records and databases
• Supporting recruitment and selection processes from advertising through to onboarding and pre-employment checks, issuing contracts and employment documentation
• Producing reports and management data

The post holder also supports staff development activities by:

• Coordinating training applications and events, maintaining training records, organising induction programmes, monitoring quality and feedback, and liaising with internal and external providers
• Additional responsibilities include handling enquiries, processing shared email accounts, preparing correspondence, taking meeting minutes, supporting service standards, monitoring, maintaining supplies, assisting with projects and events, and delivering professional, polite, and efficient customer service to staff and visitors
• The role requires adherence to company policies and values, including equal opportunities, safeguarding, and health and safety requirements, participation in performance management and continuous professional development, contribution to organisational improvement, demonstration of core competencies, and undertaking any other reasonable duties as directed by the Line Manager

As part of your contract of employment, completion of the Apprenticeship Training Programme forms part of your duties as well as helping with your personal and professional development, the requirements to complete the programme are as follows:

• Attend and be punctual for all induction sessions, lessons and work-based training / support sessions
• Complete all required assignments by the required timeline
• Build up your portfolio of ongoing evidence
• Access support from your tutor / assessor and your manager 

An assistant administrator is an integral part of the team and organisation responsible for supporting the efficient organisational functions and operations.

An assistant administrator's work can include tasks such as routine data entry and providing support to team members to help ensure that daily activities are carried out within agreed timescales and quality expectations. They represent the organisation when dealing with internal and or external stakeholders.

In their daily work, an employee in this occupation interacts with colleagues, supervisors, senior managers, clients, customers, contractors, suppliers, service users, and government agencies.

Within their organisation they may be asked to work with or act as a point of contact for other departments and colleagues within the organisation such as IT departments, finance and human resources. They must be able to take and respond to feedback from their supervisor in order to meet the needs of the organisation. They may have access to sensitive information respecting organisational and personal information.

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 the 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 the line manager or supervisor on any changes, anomalies or 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 and activities, and how the role supports these. For example undertaking 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 the 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.

There is a strong possibility that you will gain a permanent position following successful employment as well as achievement of the apprenticeship programme.

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

You will be required to travel to other sites to undertake duties involving using a drone.

It woud be an advantage if you have use of a car.

Having an interest in social media and content creation is a must.

Heffernan Utilities is a trusted multi-utility provider working across the UK. We are a collective of highly skilled teams that work closely with our clients to build and deliver best in class solutions for Gas, Water, Electric, Mechanical & Electrical (M&E) services, and EV charging infrastructure.