Description
Provide accurate and responsive administrative support across Private Office and Secretariat while completing an approved apprenticeship programme. Develop practical skills in executive support, governance administration, communication, records management, and customer service under appropriate supervision.
Job Description: The postholder's main accountabilities will be as follows:
- Administrative coordination: Maintain calendars, contact lists, logs, trackers, templates, and shared mailboxes, referring judgement-based decisions to the appropriate Grade 9 manager.
- Meeting logistics: Arrange rooms or virtual links, invites, visitors, accessibility needs, catering, and materials in collaboration with central support teams.
- Papers and document control: Create meeting folders, format and collate papers, maintain version control, issue approved packs, and file final records.
- Minutes and actions: Take notes at allocated meetings, prepare first drafts of minutes, and update action logs for review and approval by the Secretariat and Governance Manager.
- Diary and inbox support: Undertake delegated scheduling, inbox monitoring, and routine responses for the Secretariat service in line with clear instructions and escalation routes.
- Travel and expenses: Make approved travel and accommodation arrangements and maintain accurate expenditure records and supporting information.
- Council and stakeholder administration: Update records, coordinate routine communications, and provide practical administrative support for Council members and other stakeholders.
- Records management: File correspondence and governance records securely and consistently, following information management, data protection, and retention requirements.
- Team support and resilience: Provide flexible administrative support across both workstreams and contribute to team improvement activity.
Eligibility Criteria: This is a development role, so to be eligible to apply, the training and development you receive during this apprenticeship must provide you with significant new skills and learning. This is an essential requirement for apprenticeship funding and means you must not already be over-qualified or over-experienced in this type of work.
In addition, you must:
- Not hold or be working towards a similar level or higher-level qualification to the apprenticeship, UNLESS this is in a significantly different subject/business area
- Be aged 16 or over (there is no upper age limit)
- Have the permanent right to work in the UK and have been ordinarily resident in the UK/EU/EA for 3 consecutive years before starting the apprenticeship
- Have left full-time education by the time the apprenticeship starts and not be in receipt of funding for other learning programmes (including another apprenticeship)
- Have 5 GCSEs (or equivalent) at grade C or the new grade level 4, including English and Maths
Person Specification: Essential Criteria:
- The successful candidate must have 5 GCSEs (or equivalent) at grade C or the new grade level 4, including English and Maths.
- Clear written and verbal communication and a commitment to high-quality customer service.
- Strong organisation, accuracy, and attention to detail.
- Ability to manage several tasks, follow procedures, and ask for support or escalate appropriately.
- Confidence using, or willingness to learn, Microsoft 365 applications including Outlook, Teams, Word, Excel, and SharePoint.
- Commitment to completing the relevant apprenticeship programme and applying learning in the workplace.
- Ability to handle confidential information responsibly.
Desirable Criteria:
- Experience of administration, customer service, diary support, or meeting coordination, including experience gained through education, volunteering, or work.
Benefits: Alongside your salary of £27,000, Advisory, Conciliation and Arbitration Service contributes £7,821 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
We're big believers in rewarding people for the amazing work they do. Take a look at some of the fantastic benefits we offer:
- Learning and Development
- Health and wellbeing
- Pension scheme
- Cycle to work scheme
- Interest-free season ticket loans
- Volunteering opportunities