Business Administration Apprentice

If you excel in overseeing administrative tasks, optimising processes, and supporting business functions, we invite you to join our team.   

Main tasks of the role:  
 
Operational Administration:

Manage calendars and schedules for senior management and team members, arranging appointments and travel as needed Answer, monitor and respond to emails and phone calls, redirecting inquiries as appropriate and ensuring timely responses Prepare meeting agendas, take minutes, and distribute materials, ensuring accurate documentation and follow-up Collaborate with HR on recruitment processes, onboarding new hires, and maintaining employee records Assist in the preparation of financial reports, invoices, and expense reimbursements Conduct research and compile data for various projects and presentations Support project management activities, tracking deadlines, milestones, and deliverables. To coordinate between department projects and contribute to business development efforts Ensure the smooth functioning of the administrative processes Monitor all charity documentation, policies, and procedures to maintain review deadlines, staff/volunteer awareness and ensure they are appropriately accessible

Stakeholder Management: 

To coordinate initial stakeholder contact, set meetings and manage stakeholder attendance, including suppliers, and internal staff To follow up on stakeholders’ business communications  

Financial Management:  

To order, bill and track the organisation’s expenditure To invoice stakeholders, collecting company data and ensuring appropriate management of agreements with internal and external stakeholders  

Key tasks 
 
1. Accounts Administration 

Deal with the day administration of the accounts 
Invoices – prepare invoices on schedule Monitor payments and chase late payments Prepare monthly reports Liaise with external accountants Assist with other aspects of accounts administration as reasonably requested 

2. Document management 

Manage key documentation in relation to the charity 
maintain folders of charity documentation, including contracts, policies, insurance, and others Ensure appropriate access to documentation in accordance with internal authorisation  Collate documentation and send to third parties as directed by the line manager Maintain records of funding applications and terms  

3. Database 

Ensure stakeholders and participants are maintained within the database Work effectively within workflows and pipelines to monitor projects throughout the timeline 

4. Business support

Draft meeting minutes and maintain confidentiality of proceedings Diarise key dates, team activities and targets Report monthly on key objectives Provide adhoc support to the team  

5. General 

Abide by all charity policies, including health and safety, safeguarding, data protection and confidentiality

Key results / objectives: 

Invoices issued on time and free from error Documents maintained in an orderly manner Monthly reporting 

Training:

This will be a blended delivery, a mixture of Microsoft Teams and face to face. All training will take place on site and within your working hours. 
Ixion Holdings will complete functional skills where necessary and will ensure Health & Safety, British Values and Equality & Diversity is embedded throughout the course

Training Outcome:

We are looking for the apprenticeship to transfer to employment at the end of the duration. 

Employer Description:
HoardingUK is the only UK-wide charity dedicated to supporting people affected by hoarding behaviours. Our aim is to empower individuals experiencing hoarding behaviours to achieve spatial and personal change to improve their health and wellbeing, to improve practice amongst professionals, to raise awareness and increase understanding.

Working Hours :
Our office hours are Monday - Friday 9am-5pm. We are flexible with how the 16 hours are spread over the week, but we ask that you work from the office one day a week which is usually a Wednesday.

Skills:
Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Team working,Initiative,Familiarity with HR practices,Experience in project manageme,Knowledge of budgeting,Familiarity with CRM software