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Private Office Team Administrator - Apprentice Level 3

Reference
1611793
Contract Type
Fixed Term
Sector
Public Sector
Location
London
Salary
£28,086 - £33,365
Expiry Date
18/12/2018
ORR protects the interests of rail and road users, improving the safety, value and performance of railways and roads today and in the future.

Job Description

 

ORR protects the interests of rail and road users, improving the safety, value and performance of railways and roads today and in the future. 

We are here to ensure the rail network operates safely, reliably and provides value for taxpayers and customers. As Highways Monitor we are responsible for monitoring Highways England's management of the strategic road network – the motorways and main 'A' roads in England. 

This is an excellent opportunity to be at the heart of the strategic decision-making and governance of this civil service organisation. This very busy office provides executive support services to the Chair and Chief Executive, as well as the board members (in particular the non-executive members), carrying out all the arrangements and high level support to the board meetings, the board’s committees and director level meetings and events. The post holder will be part of the secretariat to the weekly Executive Committee meetings, assisting with preparation of the agenda and minutes.

Reporting to the private secretary, the post holder will be required to work flexibly to meet the demands of the role. The post holder will need to quickly understand organisational and team priorities and organise their own time accordingly, working around the peaks of board and board committee related activity. 

Key responsibilities of the role 

Your key responsibilities will be to: 

  • Organise internal and external meetings (ordering catering, booking rooms, inviting attendees etc); 
  • Provide support for the Secretariat support of the Executive Committee – assisting with preparation of meeting agendas and minutes and collating papers; 
  • Prepare, collate and circulate papers for all board and committee meetings; 
  • Maintain information databases, electronic and paper case records, filing systems and archives. This includes ensuring commercially sensitive material is kept / disposed of securely and also updating internal and external web pages (including uploading meeting papers and minutes on to ORRacle); 
  • Carry out finance work for the Board Secretariat and Chief Executive’s office; preparing purchase orders, processing expenses claim forms, and inputting financial data – training will be provided; 
  • Carrying out administrative tasks including recording and circulating incoming post; photocopying, booking catering, making travel and hotel arrangements for the Chair and Chief Executive’s external engagements, and recording hospitality; 
  • Provide cover for the secretariat and PA as required, including minute taking and other duties as necessary. 
  • Under guidance from the Board Secretary make arrangements for 3 Board regional visits per year and, by the end of the apprenticeship be able to project manage a standard visit. 

This list is not exhaustive as the job combines regular planned work and reactive work to respond to emerging issues and changing circumstances and as you develop your skills and knowledge. 

This description of the job may be subject to review, and is to provide you with guidelines within which you would work. Other duties appropriate to the grade may be assigned from time to time. 

About what you will learn 

Working in this role will give you the opportunity to develop a highly transferable set of skills that can be applied in a number of different roles and organisations: 

  • You will learn how to use your initiative to achieve the objectives you have been set, within the context of a small team who can provide support and assistance as required. This will enable you to develop how you manage your priorities and time and your problem-management and decision making skills, which are crucial in any role. 
  • You will have the opportunity to develop your communication skills, both in writing through drafting minutes, letters or other documents and verbally through your interactions with stakeholders internally and externally. 
  • As you develop your skills and knowledge, we would expect you to take on a broader role within the team to assist further with the management of the office. 
  • You will have the opportunity to observe the functioning of the business from the point of view of the Chief Executive and Chair’s office. 
  • You will undertake the apprenticeship standard for level 3 Business Administration. 


The role is a good opportunity to develop a career path within a public sector organisation and develop a good grounding for management or senior support roles in the future.