School Executive Support Administrator Apprentice

The University Of Salford; Salford; On-site; GBP 26,000; Full time

Job summary

A prominent educational institution in Salford seeks an Executive Support Administrator Apprentice to provide comprehensive administrative support. The role requires managing complex diaries, coordinating meetings, and implementing administrative systems. Candidates should possess GCSEs in Maths and English, effective communication skills, and proficiency in Microsoft 365. The position offers a salary of £25,354 annually, alongside excellent benefits including training and development opportunities. This apprentice role lasts for 1 year and 6 months with a start date of 1 March 2026.

Benefits

Excellent pension scheme

32 days annual leave

Comprehensive training and development opportunities

Access to MySalford employee portal

Qualifications

• Able to work independently and manage time effectively.
• Demonstrates logical thinking and problem-solving abilities.
• Exhibits a confident and calm manner when dealing with challenges.

Responsibilities

• Provide high-level administrative support to the School Executive.
• Coordinate meetings and manage multiple complex diaries.
• Develop and implement administrative systems for efficient support.
• Liaise effectively with internal and external colleagues.

Skills

Attention to detail

Communication skills

Customer care skills

Administrative skills

Team working

Education

GCSE in Maths & English (grade A - C / 9 - 5)

Tools

Microsoft 365

Job description

Role Overview

The School Executive Support Administrator Apprentice will provide high level, confidential and comprehensive administrative support. We are a friendly team who work as a pooled resource, we are looking for a new colleague to work with us in supporting the School of Science, Engineering & Environment Senior Leadership team.

Responsibilities

• To act as part of a team providing a shared support function to the School Executive members. Providing administrative support in order to deliver the operational requirements of the School Executive
• Coordinate availability of the School Executive members including the management of multiple complex diaries
• Organise, efficiently and effectively, internal, and external meetings on behalf of the School Executive, ensuring that they adhere to the UoS governance structure
• Coordinate & collate documentation required for internal meetings, utilising technology, such as Teams, to promote effective & paperless ways of working
• Document meeting minutes and coordinate the completion of actions
• Attend planning meetings with School Executive members to effectively plan for forthcoming events, ensuring priorities are aligned & resourced sufficiently
• Liaise effectively and diplomatically with a wide range of internal and external colleagues, e.g. senior managers, administrative colleagues, and representatives from professional external bodies
• Develop, implement, and manage administrative systems to enable optimum support is provided
• Coordinate the documentation & processing of expenses, ensuring the adherence to UoS policy & process
• Co-ordinate the travel requirements of School Executive members, ensuring sufficient time to achieve the most cost-efficient way to travel in line with the travel policy
• Support all HR and back-office activity
• Work with line manager to develop a PDR & ensure sufficient time & effort is dedicated to achieving personal goals
• Provide a high quality, front line professional service for visitors to the School's Executive
• Support Office and liaise with internal and external colleagues and other Universities and external bodies as appropriate
• Work effectively as a team member with other staff in the Executive Support Office, providing support when colleagues are absent and working to shared objectives when this is appropriate
• Ensure that sensitive and confidential issues are handled in an appropriate manner
• Prioritise the demands and requests to ensure appropriate attention is given to urgent issues, escalating timelines as required and in order to schedule diary commitments
• Work on own initiative to meet competing demands and to resolve problems
• Take the lead on a number of tasks and projects that will require effective collaborative working with a wide range of staff throughout the University
• Maintain and develop filing systems, operational procedures and technological solutions for the secure retention of information
• Introduce technological solutions to the work of the office to improve efficiency where appropriate
• Undertake other such duties as the School Executive or ESM may determine from time to time
• Comply with the personal health and safety responsibilities specified in the University Health and Safety policy
• Promote equality and diversity for students and staff and sustain an inclusive and supportive study and work environment in accordance with University policy
• Work positively and creatively particularly during busy workloads when occasional flexibility in working hours may be required
• Engage with the University's commitment to put our students first and deliver services which are customer orientated, represent value for money and contribute to the financial and environmental sustainability of the University when undertaking all duties and aspects of the role
• This role detail is a guide to the work you will initially be required to undertake. It may be changed from time to time to meet changing circumstances. It does not form part of your Contract of Employment, 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 Apprenticeship will be assessor led and the training will be done within the company on a one- one basis
• At the end of the Apprenticeship you will gain your Level 3 Business Administration Qualification

Qualifications

• GCSE in Maths & English (grade A - C / 9 - 5)
• Communication skills
• Attention to detail
• Customer care skills
• Administrative skills
• Logical
• Team working
• Initiative
• Willing to learn
• Proficiency in Microsoft 365
• Confident and calm manner
• Personable and positive
• Enthusiastic
• Organised and methodical
• Punctuality & reliability
• Able to work independently

Benefits & Compensation

• £25,354 a year
• Check minimum wage rates (opens in new tab)
• Excellent pension scheme
• 32 Days annual leave - plus option to buy additional days
• Professional development - a comprehensive package of training & development opportunities
• The perks! MySalford, online employee portal.
• Business administrator (level 3) Training course
• Hours Monday- Friday, 8.30am- 4.30pm or 9.00am- 5.00pm. To be discussed.
• 36 hours a week
• Start date Sunday 1 March 2026
• Duration 1 year 6 months