Apprentice Administrator

Summary

This is an exciting opportunity to work for SHARE Multi Academy Trust undertaking varied duties. You will be working with a hardworking and friendly team.

Wage

£15,392 for your first year, then could increase depending on your age

National Minimum Wage rate for apprentices

The wage may be negotiable, subject to experience.

If on the start date a candidate is aged 19 or above, the wage will increase to the National Minimum Wage after 12 months.

Training course

Administration assistant (level 2)

Hours

Start and finish times: 8.00am - 4.00pm Monday to Thursday 8.00am - 3.30pm Friday.

37 hours a week

Start date

Monday 7 September 2026

Duration

1 year

Positions available

1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

The role will include:

Administration / Customer Service

• Inputting data with a high level of accuracy
• To deal courteously and efficiently with all visitors and provide refreshments
• Answering the telephone in a professional manner 
• Assisting all members of the team as / when required
• Ensure that trust policies are observed and that good practice is encouraged, particularly in the areas of health and safety, equal opportunities and confidentiality

Premises & Compliance:

• Coordinate and maintain compliance records relating to health and safety, estates and statutory requirements
• Monitor renewal dates and support the effective management of premises-related documentation
• Liaise with contractors, suppliers and schools to ensure compliance activities are completed within agreed timescales
• Produce reports and maintain databases to support strategic compliance monitoring 
• Identify areas for improvement and recommend more efficient and administrative processes
• Support with the input and processing of orders on the financial database, maintaining accurate records
• Support projects relating to estates, facilities and compliance across the Trust

HR & Payroll:

• Provide administrative support throughout the employee lifecycle, including recruitment, onboarding and personnel changes
• Maintain HR systems and employee records, ensuring accuracy and confidentiality
• Prepare payroll information / support monthly payroll processes including the inputting of timesheets
• Produce correspondence, reports and documentation relating to staffing matters
• Liaise with schools, managers and external providers to resolve routine queries

Marketing and Personal Assistant Duties:

• Coordinate communication activities across the trust, ensuring information is presented professionally and accurately
• Support the development of newsletters, website content and social media communications in line with trust guidelines
• Manage diaries, meetings and events for senior leaders and maintain action trackers
• Draft correspondence, presentations and reports using a range of digital systems
• Build positive relationships with internal and external stakeholders and represent the trust professionally
• Support projects and initiatives that contribute to the trust's strategic priorities
• Use digital platforms and communication tools effectively to promote engagement and collaboration

Data Protection:

• Support the implementation and monitoring of GDPR and information governance procedures
• Maintain accurate records relating to data requests, retention schedules and compliance activities
• Produce reports and documentation to support data protection monitoring
• Liaise with stakeholders across the trust regarding information requests and record management
• Identify issues and escalate concerns in accordance with established procedures

Governance:

• Organise trustee, committee and local governance meetings, including preparation and distribution of agendas and papers
• Produce accurate minutes and maintain action logs and governance records
• Ensure governance documentation is stored securely and complies with statutory requirements
• Communicate effectively with trustees, governors and senior leaders, acting as a professional point of contact
• Support the preparation of reports and information required for statutory returns and meetings
• Contribute to continuous improvements in governance administration processes

Where you'll work

Heaton Road
Cleckheaton
BD19 3AE

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Training provider

KIRKLEES COLLEGE

Training course

Administration assistant (level 2)

What you'll learn

Course contents

• Receive, retrieve, process, record and store information and data.
• Operate within organisational policies, standards and procedures and relevant legislation respecting confidentiality; adapting to operational changes as they occur.
• Use software packages and tools for example AI or automation to input and process data and information, to contribute to routine administration tasks in line with organisational policies and procedures.
• Handle and communicate information in line with organisational policies, procedures and security requirements.
• Recognise and rectify issues and escalate as required. For example stakeholder documents and reports, safeguarding concerns or abusive behaviour.
• Plan and review administration tasks allocated by supervisor.
• Maintain professional relationships with stakeholders.
• Monitor and report on the use of resources such as materials, equipment and supplies.
• Use agreed organisational systems and protocols to manage calendars, diaries and booking systems.
• Source information as requested by stakeholders, ensuring they are shareable. As examples client records, signpost to services or reports.
• Use continuing professional development including self-reflection to support current and future training and development needs.
• Use communication tools to respond to stakeholders using professional language and organisational etiquette.
• Operate within agreed health and safety standards.
• Use time management tools to meet deadlines.
• Handle feedback following expected professional etiquette.
• Maintain wellbeing, accessing organisational support mechanisms if required.
• Review and check own work.
• Use cloud services to share documents for use and or collaboration.
• Protect against security threats for example, strong passwords, two step verification, office tailgating and display of security passes or clothing that identifies secure workplaces.
• Seek clarification and help, when required, to complete assigned tasks within agreed timeframes.
• Receive, retrieve, process, record and store information and data.
• Operate within organisational policies, standards and procedures and relevant legislation respecting confidentiality; adapting to operational changes as they occur.
• Use software packages and tools for example AI or automation to input and process data and information, to contribute to routine administration tasks in line with organisational policies and procedures.
• Handle and communicate information in line with organisational policies, procedures and security requirements.
• Recognise and rectify issues and escalate as required. For example stakeholder documents and reports, safeguarding concerns or abusive behaviour.
• Plan and review administration tasks allocated by supervisor.
• Maintain professional relationships with stakeholders.
• Monitor and report on the use of resources such as materials, equipment and supplies.
• Use agreed organisational systems and protocols to manage calendars, diaries and booking systems.
• Source information as requested by stakeholders, ensuring they are shareable. As examples client records, signpost to services or reports.
• Use continuing professional development including self-reflection to support current and future training and development needs.
• Use communication tools to respond to stakeholders using professional language and organisational etiquette.
• Operate within agreed health and safety standards.
• Use time management tools to meet deadlines.
• Handle feedback following expected professional etiquette.
• Maintain wellbeing, accessing organisational support mechanisms if required.
• Review and check own work.
• Use cloud services to share documents for use and or collaboration.
• Protect against security threats for example, strong passwords, two step verification, office tailgating and display of security passes or clothing that identifies secure workplaces.
• Seek clarification and help, when required, to complete assigned tasks within agreed timeframes.

Training schedule

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 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 line manager or supervisor on any changes, anomaliesor 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 andactivities, and how the role supports these. For exampleundertaking 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 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. 

You will complete an End Point Assessment this will involve the following: 

Showcase/Portfolio 
Interview 
Practical Observation 
Professional Discussion 

More training information

Delivery of the programme is via planned face-to-face classes and workshop sessions at the Waterfront Centre in Huddersfield, HD1 3LD.

Your employer will provided you with paid time off to study, as part of the apprenticeship programme.

As part of your contract of employment completion of the apprenticeship training programme forms part of your duties as well as helping your personal and professional development; the requirements to complete the programme are as follows: 

• Attend and be punctual for all induction session, lessons, work-based training/support sessions
• Complete all required assignments by the required timeline
• Build up your portfolio of evidence on-going
• Access support from your tutor/assessor as and when required

Requirements

Essential qualifications

GCSE in:

Maths and English (grade C/4 or above)

Microsoft in:

OFFICE 365 (grade Word, Outlook & Excel)

Desirable qualifications

BTEC in:

ICT (grade Pass, Merit or Distinction)

Work Experience in:

Experience working in an office or with customers (grade 6/12 months)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Problem solving skills
• Presentation skills
• Administrative skills
• Number skills
• Analytical skills
• Logical
• Team working
• Creative
• Initiative
• Non judgemental
• Excellent attendance
• Microsoft Office, Word & Excel

Other requirements

You will be required to pass a Disclosure and Barring Service (DBS) check.

There are good transport links by bus to the Cleckheaton site. Please check cost and time it will take to travel.

As part of your contract, you will be required to work at other sites, this will be arranged and agreed ongoing. You will make your own travel arrangements.

The postholder will be linked with a school within the Trust to help develop their understanding of how central administration teams support schools. Wherever possible, this will be a school that is either closest to the postholder’s home address or the easiest for them to travel to.

It would be desirable if you had use of a car but not essential.