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THE BASICS
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WHY THIS PROGRAM
Skilled Trade Office Administrator
The Apprenticeship gives a firm grounding of organizational operations and functional processes, as well as an understanding of the wider working environment. The role may involve working independently or as part of a team and will involve developing, implementing, maintaining and improving administrative services. During this program, you will develop key skills and behaviours to support your own progression towards management responsibilities.
As an Office Administrator, you will deliver your responsibilities efficiently, with integrity and a positive attitude while demonstrating strong communication skills (both written and verbal) and adopting a proactive approach to developing skills. You will also be expected to show initiative, manage priorities, your own time, demonstrate problem-solving skills, decision-making and to harness your passion for leading administrative projects or initiatives.
Where will this take me?
This diploma apprenticeship will provide you with an opportunity to acquire the knowledge, skills, and behaviours to progress your career in office administration with a specialization in the skilled trades.
On successful completion you will gain:
- An apprenticeship diploma with 4,000 hours of workplace application and skills lab instruction
You will also be eligible for:
- The Certificate Trades Administrator – Construction Designation Exam*
The Apprenticeship also leads on to a number of professional careers including full-time Administration roles, with progression opportunities to Office Manager, Team Leader and Office Manager roles.
*if your employer works and operates in the Construction Sector Trades.
Training Units are a collection of competencies that comprise the Knowledge, Skills, and Behaviours to achieve certain outcomes in the occupation.
Class 1 Training Units
- DAT1201 – Document Production and Keyboarding
- MAT1401 – Math for Administrators
- COM1301 – Communications
- HRM1901 – Interpersonal Relations
- ADM1602 – Recordkeeping Fundamentals
- FIN1501 – Bookkeeping
- ADM1601 – Administrative Procedures
- COM1306 – Digital Communications
- TRE3001 – Truth and Reconciliation: From Acknowledgement to Action
- PLB2401 – Gateway Assessment for Class 1 Certification
Class 2 Training Units
- DAT1231 – Managing Physical and Digital Records
- PRM2031 – Database Systems and Procedures
- COM1331 – Interactive Media
- ADM1631 – Trade Document Administration
- PRM2032 – Project Management Administration
- FIN1531 – Financial Activities and Document Production
- LAR2131 – Occupational Health and Safety
- PRM2033 – Integrated Office Projects
- PLA2431 – Gateway Assessment for Class 2 Certification
Knows and understands:
- organizational purpose, activities, aims, values, vision for the future, resources and how the political/economic environment affects the organization (K1.1).
- organizational structure and demonstrates how their work benefits the organization (K2.1).
- how they fit within their team and recognize how their skills can help them progress in their career (K3.1).
- a practical knowledge of managing stakeholders and their differing relationships with an organization. This includes internal and external customers, clients and suppliers. Engages and fosters relationships with suppliers and partner organizations (K4.1).
- laws and regulations that apply to their role, including data protection, health & safety, compliance etc. Supports the company in using the rules (K5.1).
- the organization’s internal and critical business policies relating to the sector (K6.1).
- the applicability of business principles such as managing change, business finances and project management (K7.1).
- the organization’s processes, e.g. making payments or processing customer data. Can review processes autonomously and make suggestions for improvements. Applying a solutions-based approach to improve business processes and helping define procedures. Understands how to administer billing, process invoices and purchase orders (K8.1).
- relevant external factors, e.g. market forces, policy & regulatory changes, supply chain etc. and the broader business impact) (K9.1).
Is able to:
- use multiple IT packages and systems relevant to the organization to; write letters or emails, create proposals, perform financial processes, and record and analyze data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required (S1.1).
- produce accurate records and documents, including emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and presents solutions to management. Drafts correspondence, writes reports and is able to review others’ work. Maintains records and files and handles confidential information in compliance with the organization’s procedures. Coaches others in the processes required to complete these tasks (S2.1).
- exercise proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate (S3.1).
- build and maintain positive relationships within their team and across the organization. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge (S4.1).
- demonstrate good communication skills, whether face-to-face, on the telephone, in writing or digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions correctly. Answers questions from inside and outside the organization, representing the organization or department (S5.1).
- complete tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to improve their work continuously. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organization, e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a crucial point of contact for addressing issues (S6.1).
- take responsibility for initiating and completing tasks and manages priorities and time in order to meet deadlines successfully. Positively manages colleagues’ expectations at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, and other parts of the organization). Manages resources, e.g. equipment or facilities. Organizes meetings and events takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics, e.g. travel and accommodation (S7.1).
- use relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to deliver projects successfully. Undertakes and leads projects as and when required (S8.1).
Behaviours
- Behaves in a professional way. This includes personal presentation, respect, respecting and encouraging diversity to cater for wider audiences, punctuality and attitude to colleagues, customers and key stakeholders. Adheres to the organization’s code of conduct for professional use of social media. Acts as a role model, contributing to team cohesion and productivity – representing the positive aspects of team culture and respectfully challenging inappropriate prevailing cultures (B1.1).
- Shows exemplary qualities that are valued including integrity, reliability, self-motivation, being pro-active and a positive attitude. Motivates others where responsibility is shared (B2.1).
- Takes responsibility for their own work, accepts feedback in a positive way, uses initiative and shows resilience. Also takes responsibility for their own development, knows when to ask questions to complete a task and informs their line manager when a task is complete. Performs thorough self-assessments of their work and complies with the organization’s procedures (B3.1).
- Is able to accept and deal with changing priorities related to both their own work and to the organization (B4.1).
- Demonstrates taking responsibility for team performance and quality of projects delivered. Takes a clear interest in seeing that projects are successfully completed, and customer requests handled appropriately (B5.1).
- Takes initiative to develop own and others’ skills and behaviours (B6.1).
MORE DETAILS
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Admission Requirements
Previous Education & Experience
Requirements for apprentices
- An honours degree 2.2 or equivalent.
- Relevant work experience, a minimum of two years postgraduate work experience in a managerial, professional or technical role.
English and Maths
Before taking the end-point assessment, all apprentices on apprenticeships at level 3 and above must achieve level 2 English and maths (equivalent to GCSEs at grades A* to C or 4 -9). You can take these qualifications at the university while on the apprenticeship.
General Eligibility
All apprenticeships starting from 1 August 2021:
Eligibility is subject to Education and Skills Funding Agency (ESFA) Apprenticeship Funding Rules. Over the duration of the apprenticeship, you must meet the eligibility requirements in place at the time, including:
- Have the right to work and study in Canada
- Spend at least 50% of your working time in England; and
- Are a UK citizen and have been ordinarily resident for the last three years in the UK.
As an institute with a full embrace of relentless mastery, this diploma apprenticeship follows a formative/summative evaluation model.
Formative Assessments
Throughout the program, you will receive formative assessments from training unit professors, the Program Standard Lead, the training advisor, and your employer. Formative assessments are a diagnostic tool and serve as a guide post on your progression across the competency areas while signalling readiness for the End Point Assessment. You may request as many formative assessments as you need before a summative evaluation for the training unit or the class-level certification.
Summative Assessments
There are two assessments per module, which are summative – the marked elements of the assessment. During a training unit, the is a summative assessment by the training unit professor and a second by your employer supervisor. All three of you will be able to see the result of your assessment. Summative assessments must contain a minimum combination of 2 items from the following list:
- a practical assessment
- an interview
- a project
- written and/or multiple-choice tests
- a presentation
The End Point Assessment (EPA) for this apprenticeship diploma program combines three summative assessments. They are an Apprentice Showcase Portfolio, a Multiple-choice Test, and a Project Presentation.
Apprentice Showcase Portfolio.
You will build a portfolio using your best evidence. The End Point Assessor will review the portfolio and interview you. The 30-45 minute interview assesses your competence, self-reflection, judgement and understanding of the entire Apprenticeship. The portfolio provides a structure for this interview. This accounts for 40% of the final mark.
Multiple-choice test.
A one-hour online multiple choice test. This accounts for 20% of the final mark.
Project/improvement process
You will deliver a presentation to the independent End Point assessor on a project you have completed or an improved process. The presentation is 20-30 minutes, with a further 10-15 minutes for questions and answers. This accounts for 40% of the final mark.
Grading
The EPA for Skilled Trade Office Administrator/Diploma is graded: fail, pass, or distinction.
Guild House Technical Institute envisions a future where vocational and technical education thrives in parity with all other post-secondary pathways.