We’re Hiring!
We are looking for a Business Administration Apprentice to provide administrative support across Coventry BID while working towards the Level 3 Business Administrator Apprenticeship.
Please find the full job description below.
Business Administration Apprentice
Salary: £21,000 per annum
Contract: Full-time, fixed-term apprenticeship contract until 31 March 2028
Hours: 37.5 hours per week, including paid off-the-job training
Apprenticeship: Level 3 Business Administrator Apprenticeship
Location: Coventry BID Office, Holt Court (Rear), First Floor, 16 Warwick Row, Coventry, CV1 1EJ
About Coventry BID
A Business Improvement District (BID) is a defined geographical area in which eligible businesses pay a levy to fund additional projects and services that enhance the area, over and above those provided through local authority baseline services.
Coventry BID represents businesses located within Coventry city centre’s ring road. Following a successful renewal ballot in February 2023, Coventry BID is delivering its fifth five-year term, which runs until 31 March 2028.
Our work is focused on three priorities: Safety and Security, Marketing and Promotion, and Business Support.
Job Purpose
The Business Administration Apprentice will provide administrative support across Coventry BID while working towards the Level 3 Business Administrator Apprenticeship. Key parts of the role will include keeping the Coventry BID and Coventry City Centre websites accurate, current and engaging, and administering all requests and changes relating to the Coventry BID radio scheme.
With guidance from the Senior Administrator and the wider team, the postholder will develop practical skills in website content management, office administration, customer service, business engagement, finance, communications, meetings and project support.
This is a varied development role for someone who is organised, dependable, willing to learn and confident communicating with businesses, partners, visitors and colleagues. Training, mentoring and paid off-the-job learning will be provided as part of the apprenticeship.
Main Duties and Responsibilities
Administration and Office Support
Provide day-to-day administrative support to the Coventry BID team, including managing post, telephone calls, emails, visitors and shared office records.
Maintain orderly electronic and paper filing systems, office supplies and shared working and meeting areas.
Monitor agreed internal communication and task-management systems, recording information accurately and escalating matters when appropriate.
Provide flexible support to colleagues and assist with other reasonable administrative duties appropriate to the role.
Business Engagement and Customer Service
Respond professionally to routine enquiries from BID levy payers, city centre businesses, partners and visitors, referring more complex matters to the appropriate team member.
Help maintain positive relationships with businesses and stakeholders and prepare welcome information for new city centre businesses.
Record business interactions, contact details, enquiries and relevant updates accurately on BIDBase, the CRM and other approved systems.
Represent Coventry BID and Coventry city centre in a positive and professional manner.
Records Finance and Systems
Maintain accurate business, project, operational and contact records using BIDBase, CRM and other internal systems.
Support routine financial administration, including supplier setup, creating and filing invoices, maintaining bank statement records and preparing information for meetings.
Maintain appropriate incident, stock recovery, training and operational logs.
Handle personal, operational and commercially sensitive information confidentially and in accordance with data protection requirements.
Website and Digital Content
Maintain and regularly update the Coventry BID and Coventry City Centre websites, with guidance and approval from the appropriate team member.
Add, amend and remove approved website content, including business promotions, offers, events, news, meeting dates, project information, photographs and other relevant updates.
Check website pages routinely to ensure information is accurate, current, clearly presented and free from expired content or broken links.
Gather approved information and images from colleagues and businesses and publish them in line with Coventry BID’s branding, tone and agreed processes.
Develop confidence using the website content management systems and report technical problems or content requiring approval promptly.
BID Radio Scheme Administration
Process all requests and changes relating to the Coventry BID radio scheme, including new and additional radios, replacements, returns, cancellations and amendments to business, user and contact details.
Maintain complete and accurate records of radio users, businesses, equipment issued, serial numbers, returns, replacements and account changes.
Respond to radio enquiries and liaise with BID colleagues, participating businesses and the supplier, escalating technical faults, lost or damaged equipment and matters requiring authorisation.
Meetings Marketing and Communications
Support the coordination of meetings by preparing invitations, agendas, rooms, attendance information, minutes and action records.
Assist with newsletters, contact lists, email communications and social media content.
Help create presentations, flyers, banners, information packs and other straightforward promotional materials.
Take appropriate photographs and videos to support BID communications and promotional activity.
Projects Events and Operational Support
Provide administrative and practical support for BID projects, campaigns, training sessions, meetings and events.
Assist with initiatives including Coventry Cocktail Week, Coventry Independents, Best Bar None, Culture Hosts, student safety activity and other BID programmes.
Support the coordination of business participation, project records, promotional materials and stakeholder communications.
Use office technology, security radios, tablets, mobile phones and other relevant equipment appropriately.
Apprenticeship and Training
Work towards successful completion of the Level 3 Business Administrator Apprenticeship and its end-point assessment.
Participate fully in the agreed training plan, progress reviews, assignments and learning activities.
Attend paid off-the-job training during normal working hours in line with the agreed apprenticeship programme.
Apply new knowledge and skills in the workplace, seek feedback and take responsibility for personal development.
General Responsibilities
Follow Coventry BID’s policies, procedures and agreed working practices.
Maintain confidentiality and comply with data protection, safeguarding, equality, health and safety and risk-management requirements.
Work flexibly to support occasional meetings, projects and events outside normal office hours where agreed in advance.
Keep the Senior Administrator and BID management informed of relevant enquiries, concerns, incidents and business information.
Undertake other reasonable duties consistent with the nature, development level and responsibilities of the post.
The responsibilities are not listed in order of priority and are not intended to be exhaustive.
Duties may develop as the apprentice gains knowledge, skills and confidence, with appropriate guidance and supervision.
Person Specification
Essential
A genuine interest in developing a career in business administration.
Good written and verbal communication skills, with a professional and courteous approach.
Good organisation skills and attention to detail.
A willingness to learn, accept feedback and take responsibility for completing agreed tasks.
The ability to manage time, follow instructions and work on several tasks with support.
Confidence using common digital technology and a willingness to learn Microsoft Office, CRM, website content management and other business systems.
The ability to work independently when appropriate and contribute positively as part of a small team.
Reliability, discretion and respect for confidential information.
A positive commitment to customer service, equality, diversity and inclusion.
Ability to meet the eligibility requirements for the Level 3 Business Administrator Apprenticeship.
Desirable
Some experience of administration, customer service, volunteering, work experience or working with the public.
Basic experience of Microsoft Outlook, Word, Excel or PowerPoint.
An interest in website content, social media, marketing, events or community and business projects.
Previous experience of updating a website or using a content management system.
Knowledge of Coventry city centre and its business community.
Contract Term and Potential Continuation
This position is offered on a fixed-term basis until 31 March 2028, in line with the end of Coventry BID’s current five-year term.
There may be an opportunity for continued employment if Coventry BID successfully secures a further five-year term. Any extension or offer of continued employment would be subject to the outcome of the BID renewal ballot, continued funding, organisational requirements and the employment law applicable at that time.
Continued employment beyond 31 March 2028 cannot be guaranteed.
Equality and Inclusion
Coventry BID is committed to equality, diversity and inclusion. We welcome applications from people of all backgrounds and will make reasonable adjustments throughout the recruitment process and in the workplace where required.
Apply now!
Apply today by emailing your CV to admin@coventrybid.co.uk.
Applications close Friday 25th September, and interviews will be on Thursday 1st October.