BUSINESS ADMINISTRATOR (L3)

Business administrators have a highly transferable set of knowledge, skills and behaviours that can be applied in all sectors. This includes small and large businesses alike; from the public sector, private sector and charitable sector. The role may involve working independently or as part of a team and will involve developing, implementing, maintaining and improving administrative services. Business administrators develop key skills and behaviours to support their own progression towards management responsibilities. The responsibilities of the role are to support and engage with different parts of the organisation and interact with internal or external customers. With a focus on adding value, the role of business administrator contributes to the efficiency of an organisation, through support of functional areas, working across teams and resolving issues as requested. The flexibility and responsiveness required allows the apprentice to develop a wide range of skills. The business administrator is expected to deliver their responsibilities efficiently and with integrity – showing a positive attitude. The role involves demonstrating strong communication skills (both written and verbal) and adopting a proactive approach to developing skills. The business administrator is also expected to show initiative, managing priorities and own time, problem-solving skills, decision-making and the potential for people management responsibilities through mentoring or coaching others.

• Business Administrator: Supports daily office operations, manages records, schedules meetings, and assists teams with administrative tasks.
• Office Administrator / Office Coordinator: Organises office activities, maintains supplies, handles communication, and ensures smooth workplace operations.
• Administrative Assistant: Provides clerical support, prepares documents, handles mail, and maintains filing systems.
• Business Support Officer: Assists management with reporting, workflow coordination, and internal communication.
• Customer Service Administrator: Responds to customer enquiries, processes orders, and supports customer satisfaction activities.
• HR Administrator: Maintains employee records, assists with recruitment, onboarding, and HR compliance processing.
• Finance/Accounts Administrator: Supports basic financial tasks such as invoicing, receipts, data entry, and budget tracking.
• Project Support Assistant: Assists project managers with scheduling, documentation, risk logs, and stakeholder communication.
• Procurement Administrator: Helps with purchasing requests, supplier records, and procurement documentation.
• Reception Supervisor / Senior Receptionist: Oversees front-desk duties, visitor management, and supervises junior reception staff.
• Sales and Operations Support: Supports the sales team with quotations, CRM updates, and operational coordination.
• Data and Records Administrator: Manages digital and physical records, ensures data accuracy, and supports compliance policies.
• Charity Administrator: Provides operational support for non-profit activities, volunteer coordination, and fundraising administration.

Grant Thornton UK LLP, BT, Npower, Federation of Small Businesses, Peter Jones Foundation, MBDA Missiles, Surrey County Council, Peugeot, Sodexo, oneSource, London Borough of Islington, London Borough of Enfield, Total Security Services, Skills CFA, PRCA, ESOS Ltd, Ceridian UK & Ireland, Northgate Arinso, JJBA Ltd, Bradley & Co Ltd, Prohire Software Systems Ltd, Business Resource & Innovation Network International Ltd, Moorhouse Accounting & Consultancy Services Ltd, Vicki King Bookkeeping Services, Fresh Financials, Iwona Accountancy Services Ltd, Boots UK, Osborne Property Services, Carillion PLC, Bpi Recycled Products, Great Guns Marketing, Berkley Group PLC, British Council, Capita Group, Accelerator Solutions Ltd, Northern PowerGrid, Manheim, Royal Bank of Scotland, Institute of Customer Service, Serco, Homebase, Scottish Water, Enfield Council, Royal Navy/Babcock, Thames Valley Police, Army Personnel Services Group

K1 – Organisational Purpose
Understands the organisation’s purpose, core activities, aims, values, long-term vision, and available resources. Recognises how political and economic environments affect business operations.

K2 – Organisational Structure
Knows the organisation’s structure and understands how their role contributes to overall success. Understands team dynamics and how their own skills support personal career progression.

K3 – Stakeholder Management
Has practical knowledge of stakeholder relationships, including internal/external customers, clients, and suppliers. Liaises effectively with stakeholders within and outside the UK, fostering productive partnerships.

K4 – Regulations and Compliance
Understands relevant laws and regulations such as data protection, health and safety, and compliance requirements. Supports the organisation in applying these standards correctly.

K5 – Organisational Policies
Understands internal organisational policies and business policies relevant to the sector of operation.

K6 – Business Principles
Understands key business principles including change management, business finance, and the basics of project management.

K7 – Business Processes
Understands organisational processes such as payment administration or customer data handling. Able to review processes independently and propose solutions for improvement. Demonstrates capability in billing administration, invoicing, and purchase order processing.

K8 – External Environment
Understands external factors such as market forces, policy changes, and supply chain influences, and how these impact the organisation. Where applicable, understands the international/global context in which the business operates.

S1 – IT Proficiency
Skilled in using multiple IT systems and applications relevant to the organisation, such as MS Office or equivalent. Able to produce documents, create proposals, support financial processes, record and analyse data, and maintain databases. Selects appropriate IT tools to solve business problems and ensures information is accurately updated and analysed when required.

S2 – Document and Record Production
Produces accurate documentation including emails, letters, reports, files, invoices, and proposals. Reviews work produced by others, handles confidential information securely, and follows internal procedures. Makes recommendations for business improvements and supports colleagues by coaching them on administrative processes.

S3 – Decision-Making and Initiative
Applies proactive and sound judgement when making decisions. Handles challenges maturely and seeks guidance when necessary from experienced team members to ensure quality decisions.

S4 – Teamwork and Relationship Building
Builds and maintains positive working relationships across the organisation. Demonstrates appropriate influence and challenge, becoming a role model for teamwork. Develops coaching skills to support peers as knowledge grows.

S5 – Communication
Communicates effectively across a range of channels including face-to-face, telephone, written, and digital platforms. Selects the most suitable method for the situation, demonstrating professionalism and confidence. Uses social media responsibly and represents the organisation when responding to internal and external enquiries.

S6 – Quality and Problem Solving
Delivers work to a high standard and continually seeks improvement. Independently reviews business processes and proposes enhancements. Shares best practice with colleagues and assists in resolving complex issues or complaints as a key point of contact.

S7 – Planning and Organisation
Takes responsibility for completing tasks, managing time, and meeting deadlines. Balances competing priorities and supports workplace efficiency. Coordinates meetings and events, maintains action logs, manages resources, and handles travel or accommodation logistics. Proactively identifies improvements with consideration for broader business impact.

S8 – Project Management
Applies project management principles and tools to scope, plan, monitor, and report project activities. Identifies resource requirements and supports or leads projects when needed to achieve successful outcomes.

B1 – Professionalism
Demonstrates professional conduct in all workplace interactions, including appropriate personal presentation, punctuality, positive attitude, and respect for colleagues, customers, and stakeholders. Encourages diversity and inclusive behaviour. Uses social media responsibly in line with organisational policy. Acts as a role model who promotes positive team culture and appropriately challenges unacceptable behaviour.

B2 – Personal Qualities
Displays integrity, reliability, self-motivation, and a proactive, positive mindset. Encourages and motivates others when sharing responsibilities, contributing to strong team morale.

B3 – Responsibility and Self-Development
Takes ownership of tasks and welcomes feedback to improve performance. Shows initiative and resilience in overcoming challenges. Identifies when support or clarification is needed and communicates task completion effectively. Conducts self-evaluation and adheres to organisational procedures to maintain quality.

B4 – Adaptability
Responds positively to changing priorities and requirements, demonstrating flexibility in supporting both individual and organisational needs.

B5 – Responsibility for Team Success
Takes accountability for contributing to team outcomes, including the quality and completion of projects. Shows commitment to customer satisfaction and continuous improvement. Proactively develops their own skills and supports others to grow professionally.