POST: Business Support Assistant (Apprentice)

SERVICE AREA: Governance and Compliance

JOB PURPOSE: To provide administrative support to the Governance and Compliance Team

RESPONSIBLE TO: Contracts Officer



1.  To ensure outgoing and incoming mail is processed within deadlines

2.  To maintain ID card system for Calico staff/visitors, providing relevant information from the system for managers as required.

3.  To facilitate any request from the business for catering services and cleaning materials.

4.  To collate monthly Health and Safety checklists, highlighting any actions requiring attention.

5.  To process invoices and create breakdown reporting for various Business Support contracts.

6.  To obtain and analyse meter readings for electric and gas meters and ensure they are provided to the relevant supplier.

7.  To deal with stationery requests from staff as they arise.

8.  To provide support for document copying and laminating

9.  To deal with business support in-box, directing requests to appropriate team member.

10.  To provide support in sourcing and procuring equipment and consumables.

11.  To ensure Quip (Intranet) is updated and maintained for Business Support/Facilities

12.  To provide support to the PA to the Executive Team as and when required for document copying and typing, including Power Point presentations.

13.  To assist with filing and other administrative tasks as and when required in accordance with agreed procedures.

14.  To maintain confidentiality as necessary in connection with work carried out.

15.  To undertake training appropriate to the role.

16.  To carry out any other duties appropriate to this post, as necessary or as requested.

17.  To be proactively involved in the work of a Corporate Group, in order to make an effective contribution to the successful achievement of the group’s aims and objectives.

18.  To arrange contractor appointments and call outs in relation to various Business Support contracts.

19.  To arrange servicing, MOT and repairs for the fleet and dealing with fleet related accidents/incidents.


This Job Description summarises the major responsibilities of the post. It is not intended to exclude other activities, nor future changes from the postholder’s responsibilities.



POST: Business Support Assistant (Apprentice)

Selection Criteria
/ Essential/
E/D / Means of Assessment
1. / English and Maths GCSE (or equivalent) / E / C
1. / Using PC for word processing and other applications / E / A/I/Test
2. / Dealing with individuals and outside organisations, in person and by telephone / D / A/I
3. / Admin experience / E / A/I
4. / Maintaining accurate filing systems / E / A/I
1. / Ability to type accurately / D / A/I
2. / Ability to use a personal computer for word processing / E / I/T
3. / Knowledge of Microsoft packages / E / I
4. / Ability to communicate with other people, including members of the public, and work as a team member / E / I

POST: Business Support Assistant

5. / Ability to use database and spreadsheets. / E / I
6. / Ability to carry out administrative tasks. / E / I
1. / Ability to:
·  Work on own initiative and with the minimum of supervision.
·  Produce quality results to tight deadlines. / E / A/I
2. / Understanding of the values of Customer Care and Equal Opportunities. / E / I
3. / To be flexible in the approach to work to respond to the needs of internal customers. / E / A/I
4 / An understanding of the importance of confidentiality / E / I
The following behaviours describe how we expect staff to go about their work in a day to day basis. These behaviours help to create a workplace where everyone who works with Calico has the opportunity to learn and grow their talents in an environment where they feel valued and supported and where their efforts are rewarded and recognised. These behaviours will be assessed during the interview stage.
Passionate about customers
Customer focus is at the heart of what we do at Calico. This can be whether you deal with customers who live in our neighbourhoods or internal customers from other teams or partner organisations.
Rising to the challenge
Calico is an ambitious organisation that is determined to keep improving. This means that every member of staff should be supported to work at a pace and level that enables us to bring about the positive changes we want to achieve.
Committed to Calico
We all need to get the best out of our time at work and also put the best of ourselves into the work we do. To make sure we continue to achieve as an organisation we need dedicated staff to keep us moving forward.
Maximising Potential
There are always opportunities for us to work smarter, not harder, and that’s exactly what we need to do to make sure everybody achieves their potential. This means showing a willingness to try new things and put things right where necessary.
Inspiring leadership
We need confident managers who communicate honestly and appropriately, who lead by example and deliver on promises. They need to motivate, support, challenge and reward their teams to achieve high performance and coach their staff to unlock and develop their full potential / E
E / I

Method of Assessment

A Application form

I Interview

P Presentation

W Written Exercise

S Skills test

C Production of Certificates