Heckmondwike Grammar School

Customer Service and Business Administration Apprentice – Heckmondwike Grammar School

Reporting to the Administration Manager you will be responsible for carrying out administrative services to support various operational teams across the school.

Reference number: VAC001847327


Wage – £4.81 per hour
Duration – 18 Months
Start date – 5th September 2022
Posted – 27/05/2022

Working Week:

Monday – Friday – 8:00 – 4:30 Friday – 8:00 – 4:00 – 37 hours per week, term time only

Apprenticeship level




Duties and responsibilities will include:

  • Provide high quality administrative support to management, teaching and support staff utilising available technology, ensuring that all work is completed on schedule
  • Assist in the production and updating of school documents, publications and handbooks under the supervision of the appropriate member of staff
  • Assist in the effective and efficient operation and management of the school’s computerised central management information system inputting all relevant data and ensuring that all aspects of the system are maintained and kept up to date
  • To collate and distribute incoming mail and messages and process outgoing communication
  • Take minutes and type the minutes for meetings as directed by the Administration Manager
  • To manage the main switchboard, routing calls as appropriate, taking, recording and passing on messages as necessary
  • Support the administration of all school trips, visits and activities. Ensure all the information is collated for the responsible officer to approve
  • Assist in the analysis of data as directed by Administration Manager
  • Proofread and collating information for marketing materials to be produced, a high level of attention to details is required
  • Maintaining postage records
  • Operate photocopiers, industrial printers, and other reprographic equipment; producing, collating and distributing work as required
  • Maintaining records of reprographic work completed for finance to internal charge departments
  • To maintain the highest professional standards in relation to staff, students, parents and carers, and external agencies
  • Provide all parents/carers, students and visitors to the school with relevant support and information on all aspects pertaining to the life of the school
  • Ensure all communication with staff, parents and students, processed through the general office is checked for accuracy and reviewed by other departments where necessary
  • To liaise with heads of departments, and pastoral team, with regards to administration of events including supporting presentation evenings, induction evenings etc.
  • To maintain and manage the reception area, providing a welcoming environment for all visitors, ensuring they follow the signing in procedure and are aware of the Safeguarding procedures
  • Preparing reports and updates for key stakeholders as required
  • Constantly assisting to review procedures and environments to maximise efficiencies • Maintain efficient and effective office management and filing systems
  • Assist Administration Manager with any duties relating to the School’s social media accounts
  • Complete all required work inconnection to the apprenticeship prpgramme and attend all lessons/training sessions
  • Ensure full compliance with GDPR legislation and regulations for admin area
  • Committing to and work towards our ambition to deliver an outstanding education for children and young people in our schools, taking appropriate action to ensure that your team members do likewise.

The list of duties is not exhaustive and will include any other responsibilities relevant to this role or as directed by the Administration Manager/Headteacher and flexibility to support colleagues and teams across the School.

As part of your wider duties and responsibilities you are required to promote and actively support the School’s responsibilities towards Safeguarding. Safeguarding is about keeping people safe and protecting people from harm, neglect, abuse and injury. It is about creating safe places, being vigilant and doing something about any concerns you might have.

Requirements and prospects

Desired skills and personal qualities

Technical Competencies
Getting Tasks Done: Knows what needs to be achieved by when and puts the right plan and right resources in place to achieve the highest possible standards
Customer Focus: Provides a first class customer service by really understanding what a customer wants and then doing everything possible to exceed their expectations
Logical Thinking: Analyses information and activities to understand the facts and then draw sound conclusions from it
Mental Agility: Is able to grasp new concepts quickly and to understand and build on new ideas and possibilities
Health, Safety, Compliance and Quality: Creates a climate of ownership where individuals ensure that the wellbeing and safety of colleagues and customers is priority at all times, and takes steps to ensure that measures are implemented to eradicate any potential risks
Behavioural Competencies
Communication: Gives concise and unambiguous messages to the right people at the right time and in the right way, and encourages others to do the same, listening carefully to what they say
Team Building: Believes that teamwork, and the contribution of individual members to teams, can best achieve corporate & cross-functional goal
Will to Win: Shows energy, commitment and enthusiasm to achieve results of the highest standard, showing the commitment and courage to succeed, and the tenacity to keep on despite obstacles and setbacks
Managing Change: Is positive about the challenges and opportunities that change offers, adapting fast to changing circumstances and implementing change effectively
Administration experience would be desirable
Interpersonal skills
Influencing skills
Personal organisational skills
Dealing with student/parent’s inquiries
Ability to use computer systems to an advanced level, including Microsoft Office and database systems
Diplomatic approach in dealing with difficult situations
Ability to communicate effectively in writing, on the telephone and face to face

Smart & presentable
Must be punctual as well as having a good attendance record
Ability to work on own initiative, when required
Friendly and approachable
Commitment to undertake continued training and development – wants to learn and achieve


Grade 4/C or above in maths and English. Other relevant qualifications and experience – Employers may set selection criteria based on aptitude test

About the employer

Heckmondwike Grammar School

High Street, Heckmondwike, WF16 0AH
It is a pleasure to welcome you to Heckmondwike Grammar School. We have a very strong reputation in the local area, regionally and even nationally as a school which does all it can to support students in achieving the highest grades and progressing to the best possible destinations. We have a philosophy based on over 120 years of tradition, that once a Heckmondwike student, always a Heckmondwike student and our mutual support can stretch way beyond school years in to adulthood. Every child really does matter and we work hard to ensure that no student is left behind. Our strategy involves a safety net made up of a combination of Subject and Achievement Leaders working with classroom teachers to maximise progress; alongside Student Support Managers and Key Stage Assistant Headteachers working with form tutors to ensure students’ wellbeing. Support from parents and carers is first class and with this we present a coherent and united approach to achieving excellence for all. All our teaching staff are graduates and specialists in the subjects they teach. Many staff have been at the school a long time and are hugely experienced in teaching very able, aspirant grammar school students from year 7, up to the highest standards of A level.

Closing date: 30 June 2022 - To apply for this vacancy please contact apprenticeships@kirkleescollege.latestbuild.dev