Business Administration Apprentice

Purpose of Post:

Support the Governance and Member Services Team in the Deputy Chief Executive and Town Clerk’s Department, Guildhall Carry out high-standard administrative, clerical, and IT support tasks to facilitate the Corporation’s daily decision-making activities Provide general support, including arranging meetings, assisting with large-scale events, conducting research, filing, attending meetings, and minute taking as needed

Main Duties & Responsibilities:

Arrange meetings for Committees and Sub Committees, including agenda planning and technical support for virtual meetings, and organise refreshments/room bookings for in-person sessions Book, set up, and return IT and presentation equipment for meetings as required Liaise with the Remembrancer’s Department for room bookings and IT Department for technical arrangements for virtual public meetings Support delivery of live streaming facilities for virtual public meetings Assist with collation, printing, and despatch of reports, minutes, and agendas in line with performance targets and Access to Information requirements Ensure proper filing and archiving of documentation in line with defined systems, and contribute to system reviews as needed Liaise with the London Metropolitan Archive for document retrieval when required Provide additional meeting support, including minute taking, greeting guests, and circulating papers at Committees and Sub Committees Ensure Committee membership, meeting dates, and Member details on the Corporation’s website and Intranet are accurate; update correspondence and Committee Guidance notes Develop effective working relationships with Chairmen, elected Members, and officers throughout the Corporation Provide administrative support for Members’ Support activities, including Member training, development programmes, and basic research at the request of colleagues or Members Follow the City of London’s Occupational Health and Safety Policy, ensuring personal and others’ safety during duties Promote equality of opportunity in line with the City of London’s Equal Opportunity Policy Undertake any other reasonable duties relevant to the grade as requested Ensure accurate recording of Committee, Sub Committee, and working party decisions; archive documentation appropriately Lead on organising and maintaining online filing/database systems for efficient information access Maintain and review administrative systems and procedures, suggesting improvements or new processes as required Act as the main administrative contact for the Governance and Member Services team Support the team in various matters, including contributing to projects such as governance reviews and research on the Corporation’s outside bodies Assist the Governance Services Manager with producing and publishing the annual Pocket Book and Committee Handbooks, ensuring accuracy and correct Committee membership and titles Coordinate updates to the Governance and Member Services team’s website content, collating materials and ensuring they are suitable for publication. Update the contact database and maintain stakeholder and mail-out lists accurately Demonstrate experience in administrative tasks, including managing filing/record systems and maintaining precise records

Training:

You will be supported to achieve the Business Administration Level 3 apprenticeship. Theoretical training will be Biweekly with the support of the training provider. Practical training and support will be given in the workplace allowing you to embed your learning in the working environment. You will receive hours 6 per week to support with your apprenticeship studies. 

Training Outcome:

On successful completion of the apprenticeship, we aim to offer a permanent role within the team if a position is available. Alternatively, we shall endeavour to secure an alternative position within the City of London Corporation. 

Employer Description:

The City Corporation with a rich history that precedes parliament, the City Corporation has been an ever constant throughout history adapting in order to meet modern demands of the City it serves, and is home to some of the world’s most striking modern architecture. The City of London Corporation forms part of London as a whole, along with the 32 London Boroughs who have responsibility for local government services within their local area. Based at the Guildhall the City Corporation looks after and promotes the City of London.

Working Hours :
Monday to Friday 9:15am - 5pm core hours. Flexibility will be required for business needs. Exact shifts TBC.

Skills:
Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Administrative skills,Number skills,Logical,Team working,Creative,Patience