Diary Manager and Team Support - Apprenticeship - Business Admin L3

Department for Education; Greater London; On-site; GBP 20,000 - 25,000; Full time

Job summary

A government department in the UK seeks an individual with strong administrative skills to manage documentation, communication, and project responsibilities. The ideal candidate must have GCSEs in English and Maths and be skilled in IT systems. They will be responsible for maintaining records, improving processes, and supporting project management. This position encourages proactive problem solving and effective relationship building across the organization.

Qualifications

• Ability to write letters or emails and create proposals.
• Demonstrates good judgement and decision-making.
• Responsible for managing priorities and time effectively.

Responsibilities

• Produces accurate records and documents.
• Maintains confidential information responsibly.
• Leads projects and plans resources.

Skills

Skilled in IT packages and systems

Effective communication skills

Proactive decision-making

Relationship building

Project management principles

Education

GCSE in English (grade C)

GCSE in Maths (grade C)

Job description

• 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.

Qualifications

• GCSE in: English (grade C)
• GCSE in: Maths (grade C)

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