University of Birmingham

Apprentice Business Support Coordinator - Advanced (Level 3)

University of Birmingham (Employer)

National College for Advanced Transport and Infrastructure (Training Provider)

Annual wage £19,433.00
36.0 hours per week Usually Monday to Friday 9am to 5pm.
15 months (duration)
1 September 2022(start date)
Business administrator (apprenticeship standard)
10 August 2022 (application closing date)
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Job Description

Working within the Estates Business support team, the post holder will learn to provide essential administrative coordination, financial and data management support across all teams. They will be required to be a super user for our internal relevant systems and learn to coordinate HR, project, financial and other appropriate data as required.


What will the apprentice be doing?

Undertake the coordination and planning and scheduling of departmental key activities, in conjunction with the whole of the administration team, usually 6-12 months ahead, making decisions on the best use of time.  This will require you to understand the priorities and deadlines you and your manager(s) are working to and will involve developing relationships across the department and its key customer base. Coordination duties will include scheduling of key management meetings, Project Task Groups, Corporate Health and Safety Meetings and coordination with UoB key milestone activities such as CPMG, UEB and Council.  
Deal with UoB and departmental systems such as Core and CDE and develop clear guidance to the department on the use of such systems as directed. Producing documents and reports utilising Microsoft Office systems (word, excel and Microsoft project) and other software products, including financial, statistical and technical reports.
Source data, collate, interrogate and analyse a wide range of more complex information independently, from internal and external sources, in order to coordinate and develop reports, policies and processes and other departmental documentation, exercising judgement as to the relevance for reporting purposes.  This may include identifying and resolving issues with the data; chasing up missing documentation; entering and manipulating data within databases & spreadsheets. Making suggestions for improvements to system processes and procedures.
Support Managers by ensuring that key decision and associated reports are signed and filed (for example, RIBA reports, PEPs, finance approvals, KPI’s, IIS, HR information) and manage the co-ordination of such documents.
Support Project managers and maintenance teams when required to establish administration files for new projects and assisting with the maintenance thereafter using systems such as CDE. Ensure dashboards submitted, filed, and distributed on a monthly basis as required.
Proactive preparation and collation of papers, working collaboratively to determine what information might be required in advance of a meeting, articulating clear deadlines for submission and proactively chasing where necessary.  
Work with technical coordinators in formulating standard approach to reporting where possible of KPI information.
Identify outdated policies and procedures and coordinate relevant up-to-date information, producing documentation to support new polices and processes across the department. Monitoring internal procedures and policies and ensuring these are followed and disseminated as appropriate.
Support the management, development and implementation of operational processes and systems. Support the setting up of electronic filing systems where required and monitoring them thereafter to ensure they are maintained.



What training will the apprentice take and what qualification will the apprentice get at the end?

Apprentices will receive off the job training from our partner training provider NCATI to support them in achieving the Level 3 Business Administrator apprenticeship.

What is the expected career progression after this apprenticeship?

The administration role may be a gateway to further career opportunities, such as management or senior support roles.

Reality Check

As an Apprentice Business Support Coordinator you will work across the department supporting senior managers in the collation and co-ordination of data as required. This includes learning the upkeep of data and documentation associated with a number of HR and Finance related tasks, planning of departmental key milestones over a 6 -12 month period.

Skills Required

Communication skills, IT skills, Attention to detail, Organisation skills, Customer care skills, Problem solving skills, Presentation skills, Administrative skills, Analytical skills, Logical, Team working, Initiative, Non judgemental, Patience

Qualifications Required

GCSE or equivalent Maths and English (Grade 4 and above) Essential
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