Job Description

This is an exciting opportunity to join the Commercial Portfolio Therapy area, reporting into the Commercial Operations Director. Operating as key contributor to deliver continuous business and operational improvements across excellence in contracting and tendering, commercial execution, distribution, and supply; whilst playing a pivotal role in building our Therapy Area culture within.

You will operate in a team environment, working closely with other colleagues to ensure comprehensive and consistent delivery, the role will provide the opportunity to work with stakeholders from across the organisation.

Given the broad range of work across the team with systems and processes, it is essential the candidate has the ability to communicate effectively, excellent organisational skills and recognise opportunities to implement process improvement or potential support of strategic activities.

This is a full-time position based out of our main Walton Oaks office.

Job Responsibilities

This is a UK based role working in the Global Workplace Experience (GWE) team assisting PRD sites within the UK across EMEA and APAC regions. The Business Administration Apprentice will assist the Operations Manager, Operations Support Manager, Operations Support Associate and Health and Safety Advisor in delivering support to the business. The successful candidate will work as part of the GWE team to provide professional administrative and business support to the UK team based at Sandwich.

Learning progress will be supported by regular 1-to-1s between the apprentice and the employer.

These sessions will include:

• Setting learning goals
• Tracking apprentice progress
• Creating a forum for coaching and guidance
• Co-ordinating 20% of apprentice time being spent in off-the-job training

The role will cover these main areas:

• Database management (EAMS and GDMS)
• Administrative management
• Mailbox management
• Purchase orders
• Vendor management

Main duties include:

Asset Management & Vendor Management

• Raising work orders
• Making asset changes
• Creating and Decommissioning asset records
• Collating asset data
• Uploading of service reports and attaching to work orders
• Monitoring work order queues
• Sending vendor notifications

Administrative Management

• Booking meeting rooms
• Booking visitors
• Collating data
• Raising purchase orders in Ariba
• Communicating with external companies
• Filing documents – SharePoint and GDMS
• Expense management and Booking Travel
• Team movements (Calendar Management)
• Documentation Lifecycle Management - formatting, grammatical review, issue, retirement using appropriate Document Management Systems.

Support training lead, updating PLA/training records, coordinating training arrangements including trainer, delegates and room requirements, etc.

At the end of the apprenticeship the Business Administrator will have the following skills, knowledge and behaviours:

Skills

• IT - 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 using database software, to include MS Office or equivalent packages.
• Record and document production - Produces accurate records and documents including: emails, letters, files, payments, reports and proposals.
• Decision making - Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way.
• Interpersonal skills - Builds and maintains positive relationships within their own team and across the organisation.
• Communications - 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.
• Quality - Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies them to continuously improve their work.
• Planning and organisation - 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.
• Project management - Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects.

Knowledge

• The organisation - Understands organisational purpose, activities, aims, values, vision for the future, resources and the way that the political/economic environment affects the organisation.
• Value of their skills - Knows organisational structure and demonstrates understanding of how their work benefits the organisation. Knows how they fit within their team and recognises how their skills can help them to progress their career.
• Stakeholders - Has a practical knowledge of managing stakeholders and their differing relationships to an organisation. This includes internal and external customers, clients and/or suppliers.
• Relevant regulation - Understands laws and regulations that apply to their role including data protection, health & safety, compliance etc. Supports the company in applying the regulations.
• Policies - Understands the organisation's internal policies and key business policies relating to sector.
• Business fundamentals - Understands the applicability of business principles such as managing change, business finances and project management.
• Processes - Understands the organisation's processes, e.g. making payments or processing customer data. Is able to review processes autonomously and make suggestions for improvements.
• External environment factors - Understands relevant external factors e.g. market forces, policy & regulatory changes, supply chain etc. and the wider business impact).

Behaviours

• Professionalism - Behaves in a professional way. This includes: personal presentation, respect, respecting and encouraging diversity to cater for wider audiences, punctuality and attitude to colleagues, customers and key stakeholders. Adheres to the organisation's code of conduct for professional use of social media.
• Personal qualities - Shows exemplary qualities that are valued including integrity, reliability, self-motivation, being pro-active and demonstrating excellent time management and a positive attitude.
• Managing performance - Takes responsibility for their own work, accepts feedback in a positive way, uses initiative and shows resilience. Also takes responsibility for their own development, knows when to ask questions to complete a task and informs their line manager when a task is complete.
• Adaptability - Is able to accept and deal with changing priorities related to both their own work and to the organisation.
• Responsibility - Demonstrates taking responsibility for team performance and quality of projects delivered. Takes a clear interest in seeing that projects are successfully completed and customer requests handled appropriately.