Apprentice Administrator Shoreham By Sea

Summary

Our client, a specialist nurse-led,  registered provider of supported living, community outreach and complex care, are looking for a reliable, accurate administrative apprentice to work across their coordination and recruitment teams whilst completing a Level 3 Business Administrator apprenticeship. 

Wage

£16,000 a year

Depending on performance at interview a starting salary range on offer between £16000-£18.000

Training course

Business administrator (level 3)

Hours

37.5 hours per week, Monday to Friday, 9.00am to 5.00pm, with a 30-minute unpaid lunch break.

37 hours 30 minutes a week

Start date

Monday 2 November 2026

Duration

1 year 3 months

Positions available

2

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

1. Core administration 

• Answer and direct telephone calls and shared inbox emails promptly and courteously, taking accurate messages and passing them to the right person the same day
• Produce, format and proofread letters, emails, forms and routine documents using company templates
• Enter and update information accurately across all digital systems, including [rostering / care management system], [applicant tracking system or recruitment tracker] and Microsoft 365
• Maintain electronic filing
• Arrange meetings, book rooms, prepare agendas and take clear action notes when asked
• Keep trackers and spreadsheets up to date and flag gaps, errors or overdue items to the line manager
• Welcome visitors and candidates to the office and follow signing-in procedures

2. Care coordination support 

• Support Care Coordinators to prepare, update and publish staff rotas for supported living and community outreach services
• Contact staff to offer available shifts and record responses. Decisions on who covers a shift remain with the Care Coordinator or manager
• Log sickness, absence, lateness and shift changes accurately so that rotas, timesheets and payroll information agree
• Carry out routine checks of timesheets against rotas and report discrepancies for the coordinator to resolve
• Monitor staff training and compliance expiry dates on the training matrix and send reminders so that no one is rostered with a lapsed mandatory requirement
• Book staff onto training and supervision sessions and maintain attendance records
• Prepare visit schedules, staff allocation sheets and routine reports for Care Managers and Registered Managers
• Work and coordinate colleagues, including the remote coordination team, using agreed handover notes so that nothing is lost between teams

3. Recruitment and onboarding support 

• Upload job adverts to job boards from approved wording and keep the vacancy tracker current
• Acknowledge applications, log candidates on the recruitment tracker and keep every candidate's status up to date
• Schedule telephone screens and interviews, send confirmations and interview packs, and prepare interview rooms or video links
• Once trained and signed off, carry out first-contact calls using the companies approved script to confirm availability, location, driving status and right to work documents held. Suitability decisions remain with the Recruitment Manager
• Request and chase references, employment history evidence and gap explanations, and record what has been received and whenAssist with DBS applications and the collection of identity and right to work documents for verification by an authorised colleague
• Build and maintain staff recruitment files against internal employment checklists so that each file evidences the information required by Regulation 19 and Schedule 3 of the Health a
• Social Care Act 2008 (Regulated Activities) Regulations 2014
• Book new starters onto induction and mandatory training, issue starter paperwork and confirm that a file is complete before it is passed for manager sign-off
• Produce weekly recruitment activity figures for the Recruitment Managers

Where you'll work

Basepoint Business Centre
Little High Street
Shoreham-By-Sea
BN43 5EG

Training

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

Training provider

INVOLVE SELECTION LIMITED

Training course

Business administrator (level 3)

What you'll learn

• Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
• Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Training schedule

The successful applicant will complete and obtain a Level 3 Business Administrator Apprenticeship through Vocate Training.  

You will be taught through: 

• 4-6 Weekly 1-2-1 Sessions with your tutor 
  Off-the-job training will follow the time allocations outlined in the Occupational Standard
• The course is a 12-18 month programme 

Requirements

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
• Customer care skills
• Administrative skills
• Team working