Business Administration Apprenticeship

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.

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  • Entry Requirements
    • 16 years or over
    • GCSE English & maths or equivalent
    • Basic skills assessment in literacy & numeracy.
  • Typical Job Titles

    Level 2: Administrator / business support officer, marketing support, office junior, receptionist, junior legal secretary, junior medical secretary and medical receptionist.
    Level 3: Administration officer / executive, marketing assistant, administration team leader / office supervisor, personal assistant, secretary, legal secretary and medical secretary.

  • Duration

    Level 2: Typically 1 to 2 years
    Level 3: Typically 12 to 18 months

  • Level

    • Level 2 is a Framework
    • Level 3 is a Standard
  • Delivery

    A minimum of 30 hours of on the job training at work place per week including a day/ block release to study theory at our Uxbridge/Hayes/ Harrow campus.

  • Employers involved in creating Level 3 standard

    Grant Thornton UK LLP, BT, Npower, Federation of Small Businesses, Peter Jones Foundation, MBDA Missiles, Surrey County Council, Peugeot, Sodexo, oneSource, London Borough of Islington, London Borough of Enfield, Total Security Services, Skills CFA, PRCA, ESOS Ltd, Ceridian UK & Ireland, Northgate Arinso, JJBA Ltd, Bradley & Co Ltd, Prohire Software Systems Ltd, Business Resource & Innovation Network International Ltd, Moorhouse Accounting & Consultancy Services Ltd, Vicki King Bookkeeping ServicesFresh Financials, Iwona Accountancy Services Ltd, Boots UK, Osborne Property Services, Carillion PLC, Bpi Recycled Products, Great Guns Marketing, Berkley Group PLC, British Council, Capita Group, Accelerator Solutions Ltd, Northern PowerGrid, Manheim, Royal Bank of Scotland, Institute of Customer Service, Serco, Homebase, Scottish Water, Enfield Council, Royal Navy/Babcock, Thames Valley Police and Army Personnel Services Group.

Level 2 Framework

Key Responsibilities

Administrators handle the day-to-day tasks in an office and make sure things run smoothly – 97% of employers say that effective administration is essential to their business, so they do a crucial job. The term ‘administration’ covers roles that involve organising people and resources, including, executive assistants, secretaries, administration assistants, data entry clerks and office juniors. Without them, information would be hard to find, meetings would be missed and businesses would be less productive.

Qualifications
  • Technical Certificate
  • NVQ Qualification
  • Functional Skills (Level 1 English, maths & ICT)
  • Employer Rights & Responsibilities (ERR)
Progression

If you complete a Level 2 Apprenticeship, you may be able to progress on to Level 3 apprenticeship. After completing Level 3, you may be able to go on to further training in similar areas.

Course Outline

During the apprenticeship programme, an apprentice will require to spend minimum 30 hours of on-the-job training

National Vocational Qualification (NVQ)

Mandatory unit

  • Manage and improve own performance in a business environment
  • Work in a business environment.

Optional unit

  • Document production
  • Events and meetings
  • Communications
  • Customer service
  • Manage information and data
  • Business records
  • Innovation and change
  • Specialised business support services – Human Resources
  • Specialised business support services – parking policies and procedures
  • Bespoke software.

Functional Skills

  • Application of Number – Level 1 or 2
  • Information Communication Technology – Level 1 or 2
  • Communication – Level 1 or 2.

Employment Rights and Responsibilities

  • Rights and responsibilities of workers (including equal opportunities legislation)
  • Organisation, disciplines and representative structures of the industries concerned
  • Impact on the sector of public law and policies.

Personal Learning and Thinking Skills (PLTS)

Generic skills - essential to life, learning and work. PLTS have a significant impact on a person’s ability to make a confident contribution, both within and outside of their working environment.

Level 3 Standard

Key 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.

English and Maths

Where a business administrator has not already achieved Level 2 English and Maths, they must do so before taking the end-point assessment.

Career Progression

The administration role may be a gateway to further career opportunities, such as management or senior support roles.

Course Outline

During the apprenticeship programme, an apprentice will require to spend minimum 30 hours of on-the-job training

  1. Knowledge modules learning the fundamental knowledge, through a combination of online learning and practical classroom workshops
  2. Level 2 English & Maths
  3. A work-based portfolio to demonstrate the skills you’ve learnt in real work projects and
  4. An end-point assessment.

The modules included in this programme are:

SkillsWhat is required (advancing key skills to support progression to management)
ITSkilled 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.
Record and document productionProduces 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.
Decision makingExercises 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.
Interpersonal skillsBuilds 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.
CommunicationsDemonstrates 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.
QualityCompletes 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.
Planning and organisationTakes 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.
Project managementUses 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.
KnowledgeWhat is required (in-depth knowledge of organisation and wider business environment).
The organisationUnderstands organisational purpose, activities, aims, values, vision for the future, resources and the way that the political/economic environment affects the organisation.
Value of their skillsKnows organisational structure and demonstrates understanding of how their work benefits the organisation. Knows how they fit within their team and recognises how their skills can help them to progress their career.
StakeholdersHas a practical knowledge of managing stakeholders and their differing relationships to an organisation. This includes internal and external customers, clients and/or suppliers. Liaises with internal/external customers, suppliers or stakeholders from inside or outside the UK.Engages and fosters relationships with suppliers and partner organisations.
Relevant regulationUnderstands laws and regulations that apply to their role including data protection, health & safety, compliance etc. Supports the company in applying the regulations.
PoliciesUnderstands the organisation's internal policies and key business policies relating to sector.
Business fundamentalsUnderstands the applicability of business principles such as managing change, business finances and project management.
ProcessesUnderstands the organisation's processes, e.g. making payments or processing customer data. Is able to review processes autonomously and make suggestions for improvements. Applying a solutions-based approach to improve business processes and helping define procedures. Understands how to administer billing, process invoices and purchase orders.
External environment factorsUnderstands relevant external factors e.g. market forces, policy & regulatory changes, supply chain etc. and the wider business impact). Where necessary understands the international/global market in which the employing organisation is placed.
BehavioursWhat is required (Role-model behaviours and positive contribution to culture).
ProfessionalismBehaves in a professional way. This includes: personal presentation, respect, respecting and encouraging diversity to cater for wider audiences, punctuality and attitude to colleagues, customers and key stakeholders. Adheres to the organisation's code of conduct for professional use of social media. Acts as a role model, contributing to team cohesion and productivity – representing the positive aspects of team culture and respectfully challenging inappropriate prevailing cultures.
Personal qualitiesShows exemplary qualities that are valued including integrity, reliability, self-motivation, being pro-active and a positive attitude. Motivates others where responsibility is shared.
Managing performanceTakes responsibility for their own work, accepts feedback in a positive way, uses initiative and shows resilience. Also takes responsibility for their own development, knows when to ask questions to complete a task and informs their line manager when a task is complete. Performs thorough self-assessments of their work and complies with the organisation's procedures.
Adaptability Is able to accept and deal with changing priorities related to both their own work and to the organisation.
ResponsibilityDemonstrates taking responsibility for team performance and quality of projects delivered. Takes a clear interest in seeing that projects are successfully completed and customer requests handled appropriately. Takes initiative to develop own and others' skills and behaviours.