Business Administrator Apprentice

The post holder is accountable for his/her own practice and will work independently and as part of a team. The role spans the ECG Training and Makewell divisions, giving the post holder group-wide exposure to support development against the Level 3 apprenticeship standard.

Day-to-day priorities will be agreed with the Client Services Manager, with tasks allocated by team leads in each area.

Stage 1: During Apprenticeship

1. Communication and customer service

• Answering and directing incoming phone calls professionally, taking accurate messages and resolving straightforward queries.
• Monitoring and responding to shared mailboxes, routing queries to the right team.
• Greeting visitors and clients and supporting a positive first impression of ECG Healthcare and Makewell.
• Producing clear, accurate correspondence, emails and documents using company templates.

2. Administration and record keeping

• Filing, scanning and organising documents in line with data protection, confidentiality and information governance policies.
• Enter and maintain data accurately across business systems, including booking management, clinic and finance systems.
• Supporting diary management, booking rooms and arranging meetings, including preparing agendas and taking minutes.
• Booking and coordinating travel and accommodation for staff and trainers, including train tickets, flights and hotels, in line with company travel policy and agreed budgets.
• On site contact for CDC regarding site facilities and maintenance
• Ordering stationery and office supplies within agreed budgets.

3. Operations, and clinical services support

• Supporting the ECG Operations Team with course administration, such as bookings, joining instructions, audits, feedback and certificates.
• Supporting the Makewell administration team with appointment bookings and general clinic administration.
• Work as part of the reception cover team for Makewell.
• Handle patient and client information sensitively and in line with confidentiality requirements.
• Support the Marketing Executive with ad hoc tasks, including social media scheduling and event planning.
• Manage staff profiles on the website, including photos and bios.

4. Process improvement and projects.

• Identifying ways to improve administrative processes and suggesting practical solutions.
• Supporting small business improvement projects, including planning tasks, tracking progress and reporting back.
• Any other ad hoc administrative tasks as reasonably required

Stage 2:

On Completion of Apprenticeship

On successful completion of the Level 3 apprenticeship, the post holder will operate as a fully competent member of the team, managing a defined administrative portfolio independently.

Responsibilities will include:

• Independent management of incoming calls, mailboxes and front-of-house queries, resolving most queries without escalation.
• Ownership of defined administrative processes, including keeping procedures up to date and checking quality.
• Maintaining accurate records and producing routine reports and information for managers.
• Coordinating meetings, diaries and events across teams.
• Troubleshoot eLearning and general customer queries, escalating where required.
• Leading small improvement projects from planning through to review.
• Supporting the induction and mentoring of new administrative staff and future apprentices.
• Providing resilience across finance, operations and Makewell administration during absence or peak periods.

As part of their Apprenticeship, the successful candidate will complete off the job training—dedicated learning that takes place during paid working hours and focuses on developing the skills and knowledge needed for the role.

This includes structured activities such as workshops, online learning, shadowing, and practical training, ensuring they gain the full competence required to excel in the position while contributing effectively to the organisation.

This Apprenticeship is a fantastic chance to start a career within a great company that really cares. Offering the opportunity to progress onto higher roles if wanted by the successful candidate.

We reserve the right to close this advertisement early if we receive a high volume of suitable applications. We advise you to submit your application early to prevent disappointment.

Please note: All qualifications and grades declared on this application will be verified. Applicants will be required to provide evidence of their qualifications (e.g. certificates).

Working address: ECG Healthcare, Bradwell Abbey Milton Keynes, MK13 9AP.

Please ensure you can make this commute, with once-a-month day release into MK College.