Business & HR Administration Apprentice

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.