As an apprentice business administrator you will assist with the smooth running of projects and the business engagement team, including operational initiatives that the team are involved in. You will be involved in a wide variety of project and operational initiatives, playing a vital role to support the team to deliver a slick and professional experience to our internal clients. As an apprentice, you will learn all of the skills and experience required to complete the Business Administrator apprenticeship and develop a wide range of skills throughout. |
Specific duties:
Scheduling - helping to organise and schedule workshops and meetings, including:
- Searching for availability in outlook calendars
- Liaising with PAs as necessary to find appropriate time slots
- Making room bookings and liaising with office services to ensure they have the correct equipment and set-up
- Making changes to bookings and schedules as required
Meeting organisation - assisting in the organisation of meetings on particular projects, for governance groups, for working groups and more.
- Taking ownership of meeting logistics and organisation, such as scheduling a time all attendees can make, booking rooms to meet requirements and liaising with reception, hospitality and office services as required to facilitate the booking’s requirements (e.g. moving other bookings, booking lunches or refreshments, ensuring the room set-up is correct etc.)
- Assisting with the drafting, refining and distribution of meeting agendas and supporting papers
- Attending meetings to take notes, recording actions and decisions, disseminating those after the meeting and creating tasks in an agreed way (such as in a task management system)
- Taking ownership of meeting organisation to ensure that documentation is ready and circulated in good time prior to a meeting
Maintaining and creating documentation – helping to create and update documentation to ensure it is current and accurate and therefore retains its integrity.
- Help ensure there is adequate version control over documentation
- Collating contributions from multiple sources/individuals into one master document where necessary
- Assist in writing up workshop outputs such as drafting process maps, writing up notes, collating outputs into tasklists and project plans and more.
Task management and reporting – assisting to ensure tasks are logged, assigned, time-bound, prioritised, kept up-to-date, addressed in a timely manner, reported on where overdue (or otherwise in accordance with the team’s task management methodology) and more as necessary
- Updating trackers
- Chasing for status updates
- Chasing up non-responses
- Escalating non-compliance with deadlines
- Checking for progress yourself where needed
Receiving new requests and enquiries - being the first point of contact for the firm when new project requests and ideas arise.
- Received those enquiries and explaining the projects process and taking ownership of the enquiry to organise the next steps for the team to progress it for the internal client in accordance with that process
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