Level 3 Administrator Apprentice (B) - Administration - Summerhill Services Limited

Summerhill Services Limited; Birmingham; On-site; GBP 14,000 - 25,000; Full time

Job summary

An established industry player is seeking a motivated Level 3 Administrator Apprentice to join a dynamic team in Birmingham. This role offers the opportunity to develop essential administrative skills while providing support across various functions. You will engage in tasks such as managing databases, handling inquiries, and preparing reports, all within a friendly and professional environment. The apprenticeship program spans approximately 21 months, providing a comprehensive introduction to the field. If you are eager to contribute to a meaningful cause and grow your career, this is the perfect opportunity for you.

Qualifications

• Proficiency in Microsoft Office and IT packages is essential.
• Good school education in Maths & English required.
• Previous administration experience is a plus.

Responsibilities

• Provide administrative support to the Estates and Facilities Department.
• Manage incoming calls and direct inquiries to appropriate managers.
• Assist in producing reports and maintaining filing systems.

Skills

Microsoft Office

Communication Skills

Organizational Skills

Self-Motivation

Time Management

Empathy towards mental health

Education

UK GCSE grade C/4 in English

UK GCSE grade C/4 in Maths

Functional Skills Level 1 in English and Maths

Tools

Word

Excel

Outlook

Helpdesk systems

Concept systems

Job description

Main area: Administration
Grade: B
Contract: 21 months (The apprenticeship programme is approximately 18 months plus 3 months End Point Assessment (EPA))
Hours: Full time - 37.5 hours per week (5 days)
Job ref: SR-Admin-PFI-App-37.5

Employer: Summerhill Services Limited
Employer type: Private Sector
Site: Venture House, Birmingham
Salary: £14,779.13 - £24,321.87 per annum (Under 18: £14,779.13; 18-20: £19,575.00; 21+: £24,321.87)
Salary period: Yearly
Closing date: 09/05/2025 23:59

B

Job overview

Post: Level 3 Administrator Apprentice

Duration: 37.5 hours fixed term, approximately 21 months

Location: Venture House

SSL seeks an individual eager to support a friendly, professional team across diverse functions at Venture House. We value candidates interested in developing their administration skills, who are professional, confidential, organized, and capable of juggling multiple priorities.

Applicants must have the right to work in the UK and have resided in the UK for at least 3 years.

Main duties of the job

Role Purpose:

Job Summary

To provide effective administrative support to the Estates and Facilities Department. The post-holder will manage their workload with minimal supervision, prioritizing tasks using discretion.

Working for our organisation

At SSL, we partner with Birmingham and Solihull Mental Health Foundation Trust to deliver facilities management and support services across the West Midlands. Since 2012, we have grown rapidly through acquiring new sites and services. We are committed to supporting the Trust’s aim to improve mental health and reduce stigma, fostering a fair, friendly, and progressive work environment.

All staff are expected to support SSL’s sustainability goals, including minimizing waste and contributing to national carbon net zero targets.

Detailed job description and main responsibilities

Principle Duties and Responsibilities

1. Learn about the functions within the Estates and Facilities department.
2. Undertake administrative duties such as producing letters, memos, managing databases and spreadsheets, and filing to a high standard.
3. Handle incoming calls and enquiries, direct to appropriate managers, and take messages as needed.
4. Maintain electronic diaries and shared mailboxes for the team.
5. Perform general office duties, including photocopying, emailing, and document management.
6. Arrange meetings, prepare related paperwork, and book rooms and hospitality.
7. Attend meetings, take notes/minutes, and follow up on action points.
8. Collect and input routine data for reports, including legionella reports.
9. Assist in producing dashboard reports and statutory returns for the department.
10. Maintain filing and retrieval systems.
11. Raise orders, check invoices, and process payments.
12. Raise small works requests, obtain quotes, and follow up with suppliers.
13. Update registers and logs related to works and services.
14. Use Helpdesk and Concept systems to log tasks.
15. Undertake Salto training and manage ID cards.
16. Follow policies for archiving and inventory management.
17. Communicate effectively with health service personnel and external suppliers.
18. Maintain good team relationships.
19. Order stationery and IT supplies.
20. Support audits and administrative tasks related to facilities management.
21. Assist with PLACE and PLACE Lite administration.
22. Support FM First Users with password requests and technical issues.
23. Perform other clerical duties as required within the role’s scope.

Person specification

Qualifications (Formal & Vocational)

• A good school education including Maths & English at UK Functional Skills Level 1 or above (willing to study for Level 2 if needed).
• UK GCSE grade C/4 or above, or Functional Skills Level 2 in English and Maths.
• Proficiency in Microsoft Office and other IT packages.
• Previous employment demonstrating reliable attendance and punctuality; significant administration experience may affect eligibility.
• Confidence in using Word, Excel, and Outlook.

Skills & Personal Qualities

• Good oral and written communication skills.
• Initiative and self-motivation.
• Ability to plan and organize workload.
• Ability to work under pressure and meet deadlines.
• Ability to manage multiple tasks simultaneously.
• Empathy and understanding towards mental health issues.

Other requirements

• Ability to travel to various sites.
• Full driving licence.

Employer certification / accreditation badges

This role involves access to vulnerable people and is subject to Disclosure and Barring Service (DBS) checks, in accordance with relevant legislation.

Name: Derryth Palmer
Job title: Training, Leaderships and Early Years Manager
Email: [e-mail]