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Business Administration Apprentice - Facilities (x 2 Positions)

Training provided

  • NVQ Level 2/3 Business Administration, Technical Certificate in Administration

  • Key Skills Application of Number Level 1, Communication Level 2

  • Learning Provider: Heart of Worcester College

  • Expected duration: up to 2 years

You will have an assigned assessor who will provide you with additional training sessions and assessments to gain the qualification. You will have a portfolio to work through and gather evidence during your role.

During the Apprenticeship, a minimum of 20% of the role will be off the job training.  

The role

The successful applicant will have a positive can do attitude, with a desire to work within a challenging but rewarding area of the University. This will involve working a team of six business admin apprentices, alternating between six key areas of the department, gaining experience across a wide spectrum of different roles within Facilities.

The post holder within this role will also be expected to be efficient, organised, punctual and show the ability to demonstrate initiative. Experience of clerical and/or administrative work and dealing successfully with customers face to face or on the phone will be beneficial.

The role will also require some out of hours working to meet the needs of department. This will take place at the University Arena and include helping with busy events such as Worcester Wolves.

After the Apprenticeship

Although there is no guarantee, there is a possibility of future employment with the University of Worcester at the end of the apprenticeship if a vacancy exists.

In the supporting statement of your application form please give evidence to demonstrate how you meet the essential criteria listed in the person specification; you are advised to address each item on the person specification in turn and give specific examples of activities you have undertaken.

Closing date: Monday 26 Feb 2018

Reference number: FM1801-3529

Job details

Job details

£15,961 - £16,342
Full time, 37 hours per week, flexi time available
Contract duration 30 months. The apprenticeship is to be completed within two years.
Responsible to
Facilities Office Manager
Responsible for
Interview date
To be confirmed


For more information about the department visit the Facilities website.



We strive to be an outstanding university at which to be both a student and a member of staff. We have a national reputation as a very friendly community, where both staff and students feel genuinely valued and empowered to make a meaningful contribution. We are one of the fastest growing universities in the UK. We are now a community of over 10,000 students and 1,000 staff members, drawn from over 60 countries and a wide variety of disciplines; we are a major employer in the region.

We are committed to offering our staff the creative combination of challenge, opportunity and support which is needed to grow personally and professionally. Having the best people work at the University is central to the University’s ongoing and future success. We offer you a comprehensive induction, extensive staff development opportunities and a wide range of benefits including generous holiday allowance, pension scheme and access to excellent facilities. Staff can also access the University’s wide array of sports, educational and leisure facilities.

Becoming an Apprentice at the University of Worcester is an excellent opportunity to gain practical experience and training. You will work alongside experienced colleagues, whilst learning on the job and appropriate objectives will be set during the course of the Apprenticeship. At the same time, you will study for formal qualifications in your field.

More information on Apprenticeships at the University of Worcester and testimonials from current and past Apprentices can be found at

Also visit Worcestershire Apprenticeship Hub at

The Facilities Department covers a wide range of services within the University of Worcester, including; Accommodation, Venue Hire & Catering, Estates, Front of House Services, and Campus Services (Security, Cleaning and Grounds).

Main duties

Main duties

The main thrust of this role is to provide administrative support across six key areas of the Facilities department. The individual details of the areas are listed below:

1. Accommodation – Assist with allocating bedrooms, controlling and monitoring the issue of keys and help with administration relating to the Student Behaviour Review Board (SBRB). Performing room inspections and white goods

2. Conferencing – To help provide a high level of customer service to all guests / visitors looking to book and use the University of Worcester’s facilities. This will include following up enquiries, meeting potential clients and conducting tours of facilities and accommodation. The planned allocation of seminar spaces to clients will also be required.

3. Estates – To work closely with the Estates team, helping with the ordering of maintenance equipment, gathering data for asset registers and preparing tender documentation. There will also be an element of working alongside the FM Software Coordinator to provide assistance with data clarification on the University’s maintenance helpdesk system and compliance software.

4. Campus Services – Helping source supplies and provide key information to the campus service supervisors. This area will involve some working within the Post Room / Facilities Reception as well as gaining an understanding of the specific areas covered by Campus Services (Security, Car Parking, Waste Management, Goods Inwards, Cleaning, Grounds).

5. PA – To gain experience working as a PA to busy department managers, organising calendars, preparing agendas and meeting documentation, taking minutes and liaising with various other heads and institutes across the University.

6. Systems & Social Media – Assisting our Space Planning and FM Software Coordinator with tasks required to keep all FM systems up to date. Helping improve the various number of systems in place within Facilities and promoting the achievements of the department via various social media channels.

The post holder will also be expected to:

7. To provide daily administrative support within all areas of the Facilities Department (Accommodation, Conferencing, Estates, Campus Services) as part of the business admin apprentice team.

8. To place orders for goods via procurement software, check receipt and safe delivery of incoming orders, in accordance with University Financial Regulations and assist with budget monitoring.

9. To act as first point of contact on Facilities / University reception desks, working as part of a team rota, providing a courteous and efficient reception service. This will include responding to emails and answering telephone enquiries.

10. To arrange, attend and contribute to admin team meetings.

11. To undertake various project work and be able to complete objectives within tight deadlines.

12. To assist with enquiries from potential applicants/clients/visitors/contractors/students and staff.

13. To assist with dealing with complaints relating to all areas of the Facilities department. 

*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.

Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

Essential Criteria

Skills Required

1. Good oral communications skills and the ability to provide a professional, welcoming, courteous and helpful response to internal and external customers

2. Ability to use Microsoft Office; especially Word, Excel, Access and Outlook effectively

3. Good level of numeracy and accuracy, as well as a very good standard of written communication, including grammar, punctuation and sentence construction.

4. Ability to remain calm in a busy environment and able to work to agreed deadlines with good planning and organisational skills.

5. Effective interpersonal skills including tact and sensitivity.

6. Ability to be a flexible and adaptable team player.

8. Good administrative skills and attention to detail.

9. Evidence of good time-keeping and reliability, and ability to work occasional evenings and weekends.


Qualifications Required

5 GCSE’s grade C (or equivalent) or above including Maths and English


Desirable Criteria

1. Experience of working within a customer’s service environment

2. Experience of working on a Reception

Applications from Non EEA Workers:
Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.

Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at .

Visit  for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.

Unspent convictions, cautions and bind-overs
The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.

This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.


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