Office Administrator Apprentice Civil Engineering

Apprenticeship Standard

Business Administrator Level 3

Job Spec

• Act as PA to allocated Directors.
• Understand and implement Company Quality Assurance Policies and Procedures.
• Act as office communications co-ordinator.
• Provide admin support to Engineers within the office when necessary.
• Provide support when necessary, collating information and preparing submission documents within the office.
• Deal with routine correspondence i.e. typing of letters and emails.
• Answer telephones and deal with relevant queries.
• Co-ordinate and keep up-to-date department’s diary (and be aware of other diaries as necessary).
• Arrange and co-ordinate meetings, ensure required facilities & equipment are available.
• Check and deal with Director’s emails as required when absent from the office e.g. holiday, meetings.
• Make travel arrangements for department if required (including car hire).
• Ensure new starters have relevant equipment, i.e. computer, telephone, login etc.
• Manage gas and electricity supplier details and updates.
• Keep reception updated regarding telephone changes.
• Monitor holidays taken by staff for the Director as requested.

Relationships, Teamwork & Leadership

• Motivates and develops junior colleagues.
• Helps support the building of the team and the internal relationships.
• Generates a positive atmosphere – a ‘thank you culture’

Client Focus

• Identifies opportunities – considers all service provision options.
• Establishes and maintains effective client relationships.
• Understands client needs and has their confidence.
• Understands and takes appropriate action to implement the MCA Customer Care Strategy.

Delivering Performance

• Personally well organised.
• Takes responsibility for own actions.
• Do what you say you will do.
• Accepts need to be flexible.
• Spots problems and communicates back.

Business Acumen

• Demonstrates appropriate use of the Quality, Risk and H&S procedures.
• Is financially aware in terms of the work we do and what is necessary to make a profit.
• Verifies that work carried out is correct.
• Seeks to learn lessons.
• Can demonstrate an understanding of MCA Values and actively seeks to apply them, and other business policies, when interacting with the outside world.

Effective Communication

• Promotes the use of the appropriate communication channels.
• Uses the most effective form of communication to the circumstances – does not rely excessively on e-mail.
• Checks that the message given has been understood.
• Can organise team communication and positively contributes (and encourages others).

Self-development

• Sets a positive example regarding self-development.
• Encourages others to develop their skills/ continuous learning.
• Proactively shares knowledge through internal briefings / seminars / presentations etc.
• Analyses successes and failures for clues to improvement.
• Maintains awareness of current issues within industry.
• Seeks feedback and when provided, isn’t defensive but accepts it in the spirit that it is given.

Hours of work

Monday – Friday, 8.30am – 5pm (37.5 hours)

Rate of Pay

Apprenticeship Minimum Wage (£8.00 per hour)

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