Portsmouth City Council Helpdesk

Administrative Assistant Apprentice - Advanced (Level 3)

Portsmouth City Council Helpdesk (Employer)

Portsmouth City Council (Training Provider)

Annual wage £16,331.00
37.0 hours per week Days and times to be confirmed
18 months (duration)
22 March 2021(start date)
Business Administrator (apprenticeship standard)
7 March 2021 (application closing date)
Register interest

Job Description

The Administration Team work on a rota basis to cover a wide range of tasks, often with competing priorities. Most tasks need to be performed daily, at the Civic Offices, but there is a mixture of office based and homeworking

Responsibilities

What is the role?

The Administration Team work on a rota basis to cover a wide range of tasks, often with 
competing priorities. Most tasks need to be performed daily, at the Civic Offices but there is 
a mixture of office based and homeworking.

The main tasks include:

  • Opening, recording, sorting and routing post and cheque payments
  • Scanning, indexing and processing correspondence
  • Preparing, checking, printing and sending parking service notices and correspondence
  • Recording and routing enquiries from councillors and the public to the appropriate service area and monitoring the progress of our responses against our service targets
  • Preparing mail merges and sending out high-volume mail-outs
  • Setting up meetings, booking conference rooms, booking business visitors to the  building and greeting them when they arrive
  • Supporting meetings by preparing agendas, setting up rooms, minute taking and tracking actions agreed
  • Maintaining and updating data held in spreadsheets
  • Responsible for the loan of laptops, projectors and other equipment within the service, using the booking-out system
  • Purchasing cycle products and office supplies
  • Booking training courses, conferences and accommodation
  • Phone cover for enquiries when other staff are absent
  • Cover for the Director's PA when required

As part of this role you will complete the Level 3 Business Administration qualification.

Future Prospects

Future employment or Level 4 apprenticeship.

Reality Check

https://www.gov.uk/national-minimum-wage-rates

Skills Required

You will need to:

  • Be organised, trustworthy and reliable
  • Want to gain experience and knowledge of administration work in a local government setting
  • Be able to learn to effectively manage your time to achieve your tasks within deadlines
  • Have a good attention to detail and be able to work with a high level of accuracy
  • Have good communication and interpersonal skills and be able to liaise with a range of people
  • Be a good team player, adaptable and flexible in response to the needs of the service
  • Have good IT skills and be familiar with MS office tools, including Word, Excel and Outlook, with the ability to learn and use internal systems
  • Good written / recording skills as you will be taking minutes and communicating by email
  • Have a clear understanding of confidentiality and data protection

Qualities Required

  • Work well in a team
  • Flexible
  • Positive attitude 

Qualifications Required

GCSE grades A-C including Maths and English (or the equivalent). 

Training Provided

This apprenticeship opportunity will help you develop the skills needed to work in an advanced administrative role as well as developing a range of skills and knowledge related to your workplace. 

This apprenticeship standard will consist of a Level 3 diploma in Business Administration, Level 2 English and Maths (depending on your current attainment levels).

You will also be required to complete an End Point Assessment (EPA) which consists of the elements.

Register interest

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