Business Administration Apprentice (Committee and Elections Department)

Job Description

Employer Description

The Committee services team is responsible for managing the Council’s democratic decision making processes and providing support to the Mayoralty.

The Electoral services team is responsible for maintaining, publishing and distributing the electoral register and planning and delivering local and national elections

Click here to see the employer’s website.

Travel Information: The Civic Centre is based in Gravesend town centre with Gravesend Train Station and a bus hub a few minutes’ walk away.

Description of vacancy

To provide administrative support to both the Committee and Electoral Services teams, with approximately 50% of time being spent with each team.

To carry out a range of administration tasks to assist with the teams’ statutory functions. This will include photocopying, filing, responding to enquiries, using IT packages, preparing for meetings, sorting and distributing post

To respond to written, electronic and oral enquiries from councillors, members of the public and other departments

To deal with all customer contact effectively, and courteously, in line with the council’s policies and procedures

To maintain manual and computerised systems including scanning documents, inputting data, keeping records, compiling statistics, and dealing with general filing systems as directed

To help organise meetings and events, ensuring that all necessary arrangements and preparations are made. This will involve liaising with councillors and other departments

To research, prepare, print, photocopy and distribute documents

To be involved in election planning and delivery. Elections are usually held on the first Thursday in May, although unscheduled elections can take place at other times

To undertake any other administrative job related tasks as required

To adhere to all aspects of confidentiality , Data Protection and Freedom of Information in order to comply with the law

To demonstrate commitment and contribution to the Council’s Equal Opportunities Policy is an essential requirement of the post.

The post holder will carry out all duties and activities having regard to the provisions of the Health and Safety at Work Act 1974, and in accordance with any instructions from senior members of staff under that Act or any Council or Departmental Codes of Practice or Procedures.

The post holder will comply with Statute and Council Policy in all respects.

To have an awareness and commitment to section 17 which places a statutory duty on police and local authorities to work in partnership to reduce crime and promote community safety. It is also required that community safety is to be a thread running through all functions of the LA

To be committed to excellent customer service and the values of the Council, and to have an awareness of the council’s Corporate Plan

Wage

£177.97 per week

Hours

37 hours per week

Working Mon - Friday

20% paid time during working hours is given to complete training, referred to as “Off the Job Training”

Skills Required

  • Experience in customer service and being able to deal with customers in a helpful and professional manner
  • Good written and oral communication skills
  • Basic IT Skills
  • Willingness to follow set procedures and  instructions
  • Being well organised and able to work to deadlines
  • Ability to recognise and deal with confidential and sensitive information
  • Ability to remain politically neutral

Personal Qualities 

  • Excellent time keeping
  • Good work ethic
  • Great team player
  • Willingness to work some unsocial hours e.g. in the run up to an election

Qualifications Required 

GCSE Grade 9 - 4 (or A - C) in English and Maths. Or equivalent qualifications in these subjects.

Training Provided 

On the job training with the employer whilst working towards the Apprenticeship Standard – Business administrators have a highly transferable set of knowledge, skills and behaviours that can be applied in all sectors. This includes small and large businesses alike, from the public sector, private sector and charitable sector. The role may involve working independently or as part of a team and will involve developing, implementing, maintaining and improving administrative services. Business administrators develop key skills and behaviours to support their own progression towards management responsibilities. Regular work-based assessments/observations carried out by Kent Training & Apprenticeships Tutor Assessor, to determine competency and meet with Awarding Body standards