MTC Apprenticeships

Business Administrator

Occupational profile

Business administrators have a highly transferable set of knowledge, skills and behaviours that can be applied in all sectors. This includes small and large businesses alike; from the public sector, private sector and charitable sector. The role may involve working independently or as part of a team and will involve developing, implementing, maintaining and improving administrative services. Business administrators develop key skills and behaviours to support their own progression towards management responsibilities.

The responsibilities of the role are to support and engage with different parts of the organisation and interact with internal or external customers. With a focus on adding value, the role of business administrator contributes to the efficiency of an organisation, through support of functional areas, working across teams and resolving issues as requested. The flexibility and responsiveness required allows the apprentice to develop a wide range of skills.

The business administrator is expected to deliver their responsibilities efficiently and with integrity – showing a positive attitude. The role involves demonstrating strong communication skills (both written and verbal) and adopting a proactive approach to developing skills. The business administrator is also expected to show initiative, managing priorities and own time, problem-solving skills, decision-making and the potential for people management responsibilities through mentoring or coaching others. 

Who is it aimed at?

Administrative Officer
Administrative Executive
Administrative Team Leader
Office Supervisor
Personal Assistant
Secretary

What you will learn? 

Knowledge

The organisation
Organisational purpose, activities, aims, values, vision for the future, resources
Understand the way that the political/economic environment affects the organisation

Value of their skills
Know organisational structure 
Demonstrate understanding of how your work benefits the organisation
Know how to fit within your team
Recognise how your skills can help you progress your career

Stakeholders
Have a practical knowledge of managing stakeholders and their differing relationships to an organisation
This includes internal and external customers, clients and/or suppliers
Liaise with internal/external customers, clients and/or suppliers
Engage and foster relationships with suppliers and partner organisations

Relevant legislation
Understand laws and regulations that apply to your role including data protection, health and safety , compliance etc.
Support the company in applying the regulations

Policies
Understand the organisation's internal policies and key business policies relating to the sector

Business fundamentals
Understand the applicability of business principles such as managing change, business finances and project management

Processes
Understand the organisation's processes, e.g. making payments or processing customer data
Able to review processes autonomously and make suggestions for improvements
Apply a solutions-based approach to improve business processes and help define procedures
Understand how to administer billing, process invoices and purchase orders

External environmental factors
Understand relevant external factors e.g. market forces, policy and regulatory changes, supply chain etc. and the wider business impact
Where necessary understand the international/global market in which the employing organisation is placed

Skills

Decision making
Know how to exercise proactivity
Know how to exercise good judgement  
Make effective decisions based on sound reasoning
Able to deal with challenges in a mature way
Seek advice of more experieced team members when appropriate

Quality
Complete tasks to a high standard
Demonstrate the necessary level of expertise required to complete tasks
Apply yourself to continuously improve your work
Able to review processes autonomously and make suggestions for improvements
Share administrative best-practice across the organisation e.g. coach others to perform tasks correctly
Apply problem-solving skills to resolve challenging or complex complaints
Be a key point of contact for addressing issues

Interpersonal skills
Build and maintain positive relationships within your own team and across the organisation
Demonstrate the ability to influence and challenge appropriately
Become a role model to peers and team members
Develop coaching skills as you gain area knowledge

Communications
Demonstrate good communication skills, face to face, telephone, in writing or on digital platforms
Use the most appropriate channels to communicate effectively
Demonstrate agility and confidence in communications, carrying authority appropriately
Understand and apply social media solutions appropriately
Answer questions from inside and outside the organisation, representing the oganisation or department

Planning and organisation
Take responsibility for initiating and completing tasks
Manage priorities and time in order to meet deadlines successfully
Positively manage the expectations of colleagues at all levels
Set a positive example for others in the workplace
Make suggestions for improvement to working practice showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation)
Manage resources e.g. equipment or facilities
Organise meetings and events, take minutes during meetings and create action logs as appropriate
Take responsibility for logistics, e.g. travel and accommodation

Project management
Use relevant project management principles and tools to scope, plan, monitor and report
Plan required resources to deliver projects successfully
Undertake the lead projects as and when required

IT
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 of 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

Record and document production
Produce accurate records and documents including emails, letters, files, payments, reports and proposals
Make recommendations for improvements and present solutions to management
Draft correspondence, write reports and able to review others' work
Maintain records and files, handle confidential information in complliance with the organisation's procedures
Coach others in the processes required to complete these tasks

Behaviours

Professionalism
Behave in a professional way including personal presentation, respect, respecting and encouraging diversity to cater for wider audiences, punctuality and attitude to colleagues, customers and key stakeholders
Adhere to the organisation's code of conduct for professional use of social media
Act as a role model
Contribute to team cohesion and productivity
Represent the positive aspects of team culture and respectfully challenge inappropriate prevailing cultures

Personal qualities
Show exemplary qualities that are valued including integrity, reliability, solf-motivation, being pro-active, a positive attitude
Motivate others where responsibility is shared

Managing performance
Take responsibility for your own work
Accept feedback in a positive way
Use initiative and show resilience
Take responsibility for your own development
Know when to ask questions to complete a task
Inform your line manager when a task is complete
Perform thorough self-assessments of your work
Comply with the organisation's procedures

Adaptability
Able to accept and deal with changing priorities related both to your own work and to the organisaiton

Responsibility
Demonstrate taking responsibility for team performance and quality of projects delivered
Take a clear interest in seeing that projects are successfully completed
Customer requests handled appropriately
Take initiative to develop own and others' skills and behaviours

Duration

Typically this apprenticeship will take 18 months

Qualifications

Apprentices without level 2 English and Maths will need to achieve this level prior to taking the end-point assessment.

Level

Level 3

 

Telephone

   To book or for further information, please telephone 0191 515 3355 or e-mail us at sales@mtc-training.co.uk