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Administrator and Personal Assistant Apprentice
| Posting date: | 13 August 2024 |
|---|---|
| Hours: | Full time |
| Closing date: | 27 August 2024 |
| Location: | London, UK |
| Remote working: | Hybrid - work remotely up to 2 days per week |
| Company: | Tate Gallery |
| Job type: | Temporary |
| Job reference: | TG4252 |
Summary
We are looking for an enthusiastic apprentice who is keen to enhance their business administration skills through study, and to put those skills into practice working within Tate Learning and with colleagues across Research and Interpretation teams across Tate Britain and Tate Modern.
You will have excellent skills in Excel and other tools to manage information, good interpersonal skills, good attention to detail and a positive, collaborative approach to team working.
You will develop knowledge, skills and behaviours that are essential to help you provide high quality administrative support.
This will include:
• Scheduling meetings on behalf of two Directors under the direction of the Personal Assistant
• Co-ordinating internal meetings
• Acting as a first point of contact for enquiries
• Processing invoices and expenses
• Making travel bookings for two Directors
• Supporting logistics planning for larger team meetings
Your days will be busy and interesting, and you will gain experience with IT based systems and processes.
The Learning department is made up of 40 colleagues who create opportunities for people of all backgrounds and ages to engage with art in a range of ways, to be inspired, to play, build knowledge, ideas, and skills.
This role sits in the People and Operations team within the Learning department. Working closely with all Learning teams, this Central team is responsible for managing the operational, production and admin systems that support the whole department to plan and deliver, report, and communicate work effectively within Learning, across Tate and with our key partners.
We hope you will consider joining our team.
What you will do
• Undertake and successfully complete the Business Administrator apprenticeship
training, including being willing to study to achieve the required Functional Skills Level
2 qualification for English and Maths as part of the apprenticeship if not already
achieved, or if you do not already hold an equivalent GCSE English and Maths at
minimum grade C.
Financial Administration
• Collate and process financial activity for the Directors, including:
o All elements of expenditure processing including reconciling expenses and
procurement card transactions for both the Director of Learning and Director of
Interpretation and Research.
o Maintaining and updating the Director’s Budget Logs.
Team Support
• Work with the Learning Department and the Interpretation and Research Department’s
administration team to support consistency of all administrative procedures across
Tate Departments, including maintaining electronic filing and databases and
transferring information to gallery records.
• Maintain and update contacts for the Director Tate Learning, and the Director of
Interpretation and Research
• Support the Personal Assistant (PA) in the co-ordination of meeting information and
itineraries when needed.
• Support the PA with travel bookings including taxis, hotels, trains, and flights.
• Open, and process, all postal correspondence received by the two Directors.
• Send responses to postal, and electronic, invitations received by the two Directors.
• Act as the support or secondary point of contact for guests and colleagues visiting the
Directors, if, and when appropriate. To include any relevant meeting room preparation
and the offering of refreshments.
• Scheduling meetings on behalf of two Directors under the direction of the PA, taking
minutes where necessary.
• On occasion, they will be named as the point of contact on the PA’s Out of Office
messages. If needed, they will then be required to send out holding replies on behalf of
two Directors.
• Support with the organisation of team and departmental events including cross Tate
gallery site departmental sessions and meetings.
What you will bring to the team
• Ability and willingness to attend and undertake the studying and coursework required
to complete the Business Administrator ST0070 apprenticeship (Appendix A)
• GCSE English and Maths certificate at grade A* to C or equivalent Functional Skills
Level 2 certificate in English and Maths, OR a willingness to learn to achieve this
mandatory requirement during the apprenticeship
• Interest in developing administration skills
• Good interpersonal skills, able to work effectively and diplomatically with a range of
people at all levels both internally and externally
• Ability to work collaboratively with a diverse range of colleagues and treat all
colleagues with dignity and respect
• Accuracy and excellent attention to detail
• Ability to coordinate financial data and exceptional accuracy in recording, processing
within departmental budgets, managing invoice payments and expenses
• Strong organisational skills with proven ability to plan and prioritise a varied workload
and work positively under pressure to meet deadlines, operating under own initiative
and collaboratively with a team
• Ability to set up and maintain efficient and effective administrative systems and
procedures (paper-based and electronic)
• An understanding of the importance of confidentiality when dealing with every task
carried out in the Learning Department, and the Interpretation and Research
Department
You will have excellent skills in Excel and other tools to manage information, good interpersonal skills, good attention to detail and a positive, collaborative approach to team working.
You will develop knowledge, skills and behaviours that are essential to help you provide high quality administrative support.
This will include:
• Scheduling meetings on behalf of two Directors under the direction of the Personal Assistant
• Co-ordinating internal meetings
• Acting as a first point of contact for enquiries
• Processing invoices and expenses
• Making travel bookings for two Directors
• Supporting logistics planning for larger team meetings
Your days will be busy and interesting, and you will gain experience with IT based systems and processes.
The Learning department is made up of 40 colleagues who create opportunities for people of all backgrounds and ages to engage with art in a range of ways, to be inspired, to play, build knowledge, ideas, and skills.
This role sits in the People and Operations team within the Learning department. Working closely with all Learning teams, this Central team is responsible for managing the operational, production and admin systems that support the whole department to plan and deliver, report, and communicate work effectively within Learning, across Tate and with our key partners.
We hope you will consider joining our team.
What you will do
• Undertake and successfully complete the Business Administrator apprenticeship
training, including being willing to study to achieve the required Functional Skills Level
2 qualification for English and Maths as part of the apprenticeship if not already
achieved, or if you do not already hold an equivalent GCSE English and Maths at
minimum grade C.
Financial Administration
• Collate and process financial activity for the Directors, including:
o All elements of expenditure processing including reconciling expenses and
procurement card transactions for both the Director of Learning and Director of
Interpretation and Research.
o Maintaining and updating the Director’s Budget Logs.
Team Support
• Work with the Learning Department and the Interpretation and Research Department’s
administration team to support consistency of all administrative procedures across
Tate Departments, including maintaining electronic filing and databases and
transferring information to gallery records.
• Maintain and update contacts for the Director Tate Learning, and the Director of
Interpretation and Research
• Support the Personal Assistant (PA) in the co-ordination of meeting information and
itineraries when needed.
• Support the PA with travel bookings including taxis, hotels, trains, and flights.
• Open, and process, all postal correspondence received by the two Directors.
• Send responses to postal, and electronic, invitations received by the two Directors.
• Act as the support or secondary point of contact for guests and colleagues visiting the
Directors, if, and when appropriate. To include any relevant meeting room preparation
and the offering of refreshments.
• Scheduling meetings on behalf of two Directors under the direction of the PA, taking
minutes where necessary.
• On occasion, they will be named as the point of contact on the PA’s Out of Office
messages. If needed, they will then be required to send out holding replies on behalf of
two Directors.
• Support with the organisation of team and departmental events including cross Tate
gallery site departmental sessions and meetings.
What you will bring to the team
• Ability and willingness to attend and undertake the studying and coursework required
to complete the Business Administrator ST0070 apprenticeship (Appendix A)
• GCSE English and Maths certificate at grade A* to C or equivalent Functional Skills
Level 2 certificate in English and Maths, OR a willingness to learn to achieve this
mandatory requirement during the apprenticeship
• Interest in developing administration skills
• Good interpersonal skills, able to work effectively and diplomatically with a range of
people at all levels both internally and externally
• Ability to work collaboratively with a diverse range of colleagues and treat all
colleagues with dignity and respect
• Accuracy and excellent attention to detail
• Ability to coordinate financial data and exceptional accuracy in recording, processing
within departmental budgets, managing invoice payments and expenses
• Strong organisational skills with proven ability to plan and prioritise a varied workload
and work positively under pressure to meet deadlines, operating under own initiative
and collaboratively with a team
• Ability to set up and maintain efficient and effective administrative systems and
procedures (paper-based and electronic)
• An understanding of the importance of confidentiality when dealing with every task
carried out in the Learning Department, and the Interpretation and Research
Department