Business Administrator Apprentice

The post holder is accountable for his/her own practice and will work independently and as part of a team. The role spans the ECG Training and Makewell divisions, giving the post holder group-wide exposure to support development against the Level 3 apprenticeship standard.

Day-to-day priorities will be agreed with the Client Services Manager, with tasks allocated by team leads in each area.

Stage 1: During Apprenticeship

1. Communication and customer service

• Answering and directing incoming phone calls professionally, taking accurate messages and resolving straightforward queries.
• Monitoring and responding to shared mailboxes, routing queries to the right team.
• Greeting visitors and clients and supporting a positive first impression of ECG Healthcare and Makewell.
• Producing clear, accurate correspondence, emails and documents using company templates.

2. Administration and record keeping

• Filing, scanning and organising documents in line with data protection, confidentiality and information governance policies.
• Enter and maintain data accurately across business systems, including booking management, clinic and finance systems.
• Supporting diary management, booking rooms and arranging meetings, including preparing agendas and taking minutes.
• Booking and coordinating travel and accommodation for staff and trainers, including train tickets, flights and hotels, in line with company travel policy and agreed budgets.
• On site contact for CDC regarding site facilities and maintenance
• Ordering stationery and office supplies within agreed budgets.

3. Operations, and clinical services support

• Supporting the ECG Operations Team with course administration, such as bookings, joining instructions, audits, feedback and certificates.
• Supporting the Makewell administration team with appointment bookings and general clinic administration.
• Work as part of the reception cover team for Makewell.
• Handle patient and client information sensitively and in line with confidentiality requirements.
• Support the Marketing Executive with ad hoc tasks, including social media scheduling and event planning.
• Manage staff profiles on the website, including photos and bios.

4. Process improvement and projects.

• Identifying ways to improve administrative processes and suggesting practical solutions.
• Supporting small business improvement projects, including planning tasks, tracking progress and reporting back.
• Any other ad hoc administrative tasks as reasonably required

Stage 2:

On Completion of Apprenticeship

On successful completion of the Level 3 apprenticeship, the post holder will operate as a fully competent member of the team, managing a defined administrative portfolio independently.

Responsibilities will include:

• Independent management of incoming calls, mailboxes and front-of-house queries, resolving most queries without escalation.
• Ownership of defined administrative processes, including keeping procedures up to date and checking quality.
• Maintaining accurate records and producing routine reports and information for managers.
• Coordinating meetings, diaries and events across teams.
• Troubleshoot eLearning and general customer queries, escalating where required.
• Leading small improvement projects from planning through to review.
• Supporting the induction and mentoring of new administrative staff and future apprentices.
• Providing resilience across finance, operations and Makewell administration during absence or peak periods.