Apprentice Facilities Office Assistant

Position Details

College Of Social Sciences

Location: University of Birmingham, Edgbaston, Birmingham, UK

Full time starting salary is £16,398 per annum, with progression after 12 months to £20,498

Apprentice Band 300

Full-time, Fixed-term for 18 months

Closing Date: 11th June 2023

Apprenticeship Standard: Business Administrator (Level 3)

Training Provider: HIT Training

Our offer to you

People are at the heart of what we are and do.

The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.

We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.

We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.

Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.

The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.

Find out more about the benefits of working for the University of Birmingham

Background

Achieving the global ambitions of our university strategy depends on our people, and we are proud of our highly talented and engaged Professional Services colleagues. Our culture is ambitious and high performing, but also supportive and inclusive. Career progression is encouraged, and you will have the opportunity to take responsibility for your own professional development and wellbeing. We actively support collaboration within and across disciplines and roles. Our staff have high levels of engagement and pride in the University.

Apprenticeship summary

T h i s a p p re n t i ces h i p i s a n e x c i t i ng o p p o rtu n i ty to w ork w i th i n o u r C o ll e ge o f Social Sciences and i s d e s i g n e d to p ro v i de a w i de ra n g e o f a d m i n i str a t i on ex p e r i e n ce.

Y ou w i l l l e a rn to su pp o r t the e ffe c t i v e r u n n i ng o f t he b u sy C o ll e g e I n fras t r u cture a n d F a c ili t i es O f f i ce pro v i d i ng su p p o r t a c ross a l l C o ll e g e fac ili t i es co m pris i ng a b ro a d v ari e ty o f acti v i t i es. T he ro l e i s n e cess a r il y b r o a d i n sco p e a n d the p o s t -h o l d e r w il l h a v e the o p p o r tu n i ty o f e x p e r i e n c i ng a n d l e a rn i n g a b o ut e v ery as p ect o f the C o ll e g e facilities including sp a ce ma n a g eme n t, b u il d i ng ma i ntena n ce a n d h e a l th and s a f e t y . T he ro l e w il l i n c l u d e da y - t o -d a y o f f i ce d u t i es, f a c ili t i es a s s i sta n ce and b a s i c p roj e ct a d m i n i str a t i on w i th s c o p e t o l e a rn new areas as the a p p re n t i ce s h i p pr o g re s se s .

T he p o s t - h o l d e r w i l l b e n e f i t f r o m w o r k i ng i n a h i g h l y -su p p o rt i v e e n v i ro n me n t w i th acc e ss to p e e r s a n d se n i or co ll e a g u e s w ho w i l l me n tor a n d e n co u r a g e p e rso n al a n d p r o f e ss i o n al d e v e l o p me n t.

Main duties the apprentice will learn

T h e appre n t i ce w il l be l e a rn i ng a n d deve l o p i ng s k ill s i n the fo ll ow i ng area s :

O f fice D u t ies

• Building Condition inspections and Safety checks
• Assisting with Room moves including movement of office items
• Assisting with signage creation and installations
• O r g a n i s i n g ro o m b o o k i n g s f o r i nt e rn a l me e t i n g s on camp u s
• S ome d i ary ma n a g eme n t o r su p p o rt i n e s ta b li sh i ng su i ta b l e v e n u e s a n d t i mes for me e t i n g s
• Pre p ari n g Papers and a g e n d a s for m e e t i n g s
• P ro v i s i on of g e n eral a d mi n i strati v e supp o r t
• D e a li ng w i th s t a ff / stu d e nt q u e r i es
• As required, assist with shredding, printing, scanning, collating and laminating of documents
• Order and distribute stationery/keys and maintain office stock levels
  

F a ci l i t ies A s s istan c e

• A dmi n i steri n g Health and Safety documentation
• Fielding visitor queries
• A ss i g n i n g acc e ss v i a I D cards
• R e p or t i n g re p a i rs v i a t he ce n t ral E st a tes te a m a n d t ra c k i n g ma i ntena n ce r e q u e s ts
• C o o rd i n a t e k ey ma n a g e me n t proc e s s , th i s w i l l i n v ol v e se t t i ng up a s p re a d sh e et a n d cre a t i n g a k ey l og for u p d a t i ng / t ra c k i n g
• C o o rd i n a t i ng s m a l l o f f i c e mo v es w h i ch w i l l i nclu d e a r ra n g i ng te l e p h o ne a n d PC mo v es
• Ensure the office is tidy and delivered items are cleared away promptly
• Participate in safety and environmental related activities as directed by office manager
  

Apprenticeship Standard

The apprenticeship standard that will be completed is the Business Administrator (Level 3) .

Informal enquiries can be made to apprenticeships@contacts.bham.ac.uk

Valuing excellence, sustaining investment

We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working .

This Apprenticeship Would Suit

• S omeone w i th an i nt e re s t i n l e arn i n g how a busy o f f i ce en v i ro n me n t o p e r a tes, p a rt i cu l arly i n supp o r t o f fac ili t i es m a n a g e me n t
• A proa c t i v e i n di v i d u al w i l l i ng to l e arn h o w to j u g g l e mu l t i p l e ta s k s
• A g o o d c o mmu n i c a tor a n d w i th t he a b ili ty to de v e l op g o o d w o r k i ng re l ati o n sh i ps w i th a r a n g e o f ac a d e m i c a n d n o n -ac a d e m i c co ll e a g u e s
• A n enth u s i astic p e r s on w i th a w illi n g n e ss to g o t h e e x tra m il e
• S omeone w i th an a tte n t i on to d e ta i l
• A co n f i d e nt p e r so n , w i l li n g t o g et i n v ol v ed i n new ac t i v i t i es and w ho i s n o t a f ra i d to ask f o r h e l p w h e n t h e y ’ re not sur e !
• S omeone w ho i s h a p p y t o ba l a n ce r o u t i ne o ff i ce w ork w i th m o re ad-h o c a ct i v i t i es wi th i n t he C o ll e g e .
  

Required skills, knowledge and experience

• G C S E g ra d e A * -C i n M aths a n d E n g li sh
• A n ab ili ty to co m mu n i ca t e appro p r i ate l y w i th co l l e a g u e s o f a l l l e v e l s b o th i n v erbal a n d in w r i tten fo r m
• C ompete n cy i n w ord pr o cess i ng us i n g M S w ord a n d bas i c fu n ct i o n s on M S E x cel a nd Powerpoint
• C o n f i d e n t a n d i n q u i s i t i v e – w i th a d e s i re t o l e arn a n d de v e l op wi th i n t he r o l e.
• S ome e x p e r i e n ce and / o r u n d e rsta n d i n g o f the e x p e ctati o ns o f w or k i n g i n a pr o f es s i o n al o ff i ce e n v i ro n me n t

Career Pathway

Facilities Assistant

O f f i ce su p p o rt or a d m i n i str a tor

P ersonal ass i sta n t

P ro g ra m me A dmi n i s t rat o r