Higher Apprentice Business Support Assistant (Solent LEP)

Solent Local Enterprise Partnership Ltd
Building 1000, Suite 39B, Western Road, Portsmouth, PO6 3EZ
£19,619.00 annually
29 Aug 2019
21 Sep 2019
Role Type
Apprenticeship, Higher
Start Date
The Solent LEP is seeking to appoint a Business Support Assistant on a full-time basis to provide full administrative assistance to the Executive Support Officer to support the governance service to the LEP Board of Directors, company membership, the Solent Growth Forum (SGF) and the Advisory Panels, which will enable its proceedings to be conducted effectively.

The Business Support Assistant role is wide ranging and the post holder will become a key member of the wider executive support structure to the LEP, providing administrative support across all areas of the organisation, including LEP Advisory Panels.

The post-holder will need to demonstrate a flexible approach to working; both in terms of the range and level of duties to be undertaken, and also to working hours - which will at times require attendance at early morning and evening meetings outside of regular office hours.

The role will be offered at 37 hours per week, Monday - Friday. As part of the role, there may be the requirement to attend LEP Board, Panel, SGF and Company Meetings (circa 10 meetings per annum) which are likely to take place outside of the core hours (either as breakfast or evening meetings). Time off in lieu will be offered for any hours worked outside of core time.

The Solent LEP Business Support Assistant will report to the Solent LEP Personal Assistant (PA) and Office Manager and work closely with the LEPs legal teams, Chief Executive and wider Executive team to administer an exemplary corporate governance service to the LEP.

Core functions will include:

  • Supporting the maintenance of the Companies Register of Interests for all staff, Directors, SGF and Panel Members
  • Supporting the maintenance ofthe Companies register of events, hospitality and gifts for all staff, Directors, SGF and Panel Members
  • Maintaining an attendance record and record of apologies for all LEP Board, Panel and SGF Members
  • Assisting with the co-ordination of legal returns on behalf of the LEP (including annual returns to Companies House, new Director registration and resignation documents etc.)
  • Providing administration support for the arrangements of the LEPs Annual General Meeting
  • Assist in the facilitation of elections to the LEP Board of Directors in accordance with the Articles of Association
  • Supporting the maintenance of copies of Articles and Terms of Reference for LEP Board, SGF and Panels

Board & Delivery Panel Support:
  • Assisting with the logistical arrangements for Board, Panel and SGF meetings on a regular basis (including virtual and physical meetings)
  • Assisting with issuing documentation in relation to Board, Panel and SGF meetings and ensuring Board, Panel and SGF papers are available from LEP staff and external colleagues in a timely manner for distribution
  • Providing cover at Board, SGF and Panel meetings and production of meeting notes in the absence of the Executive Support Officer
  • Supporting the Maintenance of signed meeting note records for LEP Board, Panel and SGF meetings
  • Assistance with the production and publication of public meeting notes to be published on the Solent LEP website
  • Maintain up to date contact records for all LEP Board, SGF and Company Members
  • Assistance in the recruitment processes for new LEP Board and SGF Members

Personal Assistant:
  • To act as Personal Assistant to the Solent LEP Head of Policy, Communications & Partner Engagement, Head of Local Growth and Head of Capital & Infrastructure to include diary management, handling telephone calls, email management, travel bookings, meeting preparation and printing papers, travel times, booking parking, meeting & greeting visitors, maintaining filing systems for meetings and other documents and supporting the Heads of Service team members at peak times
  • Supporting the Heads of Service team members with tasks such as monitoring and responding to emails and supporting LEP events
  • Assisting in drafting correspondence on behalf of the Solent LEP in response to letters/formal emails received and ensure replies are issued within set timescales
  • General administration work to support the work of the Solent LEP and cover for the Solent LEP PA and Office Manager
  • Any other tasks as required by the Solent LEP Heads of Service and PA and Office Manager

Key working relationships
  • Internal
  • External
  • Executive Directors
  • Scheme leads and funding beneficiaries
  • Non-Executive Directors
  • Commissioners and Regulators in HM Government (civil servants and Ministers)
  • Direct reports and their teams
  • Cities and Local Growth Unit (BEIS and MHCLG)
  • Accountable Body s151 officer and Monitoring officer
  • Local MP's
  • All LEP and Accountable Body staff supporting LEP activity
  • Local Government Leaders, elected members and senior officials
  • Private sector including senior business leaders and business representative groups
  • Academia including senior academic and education leaders
  • Social Enterprise and Civil Society representatives
  • Board members on other LEPs or other regional/national representative organisations

Requirements and prospects

Desired skills

  • The role requires excellent communication skills and you will be a proven team-player who is able to demonstrate previous experience as an efficient administrator
  • Excellent planning and organisational skills
  • Excellent literacy skills and ability to write for a variety of audiences
  • Excellent numeracy skills
  • Good IT skills and experience with Microsoft Office programmes including Word, Excel, PowerPoint and Outlook
  • The ideal candidate will be able to demonstrate strong organisational skills and attention to detail
  • This position interfaces with CEOs and Heads of Service of external clients, as well as internal colleagues, so a confident and polite telephone manner is absolutely essential, as well as the ability to be discreet and respect client confidentiality
  • You will need to be enthusiastic, flexible, polite and helpful
  • A good standard of written English is required to fulfil the duties of report writing and preparing presentations

Personal qualities

  • Demonstrable interest in legal matters/procedures relating to corporate governance
  • Relevant experience as a Personal Assistant, Executive Support Assistant, Clerk or similar role to a comparable entity in either the public or private sector
  • High level of attention to detail and accuracy
  • The ability to work alone and as part of a small team
  • The ability to prioritise, manage a busy workload and work to deadlines
  • Effective communication and interpersonal skills
  • Ability to maintain confidentiality
  • Willingness to attend meetings across the Solent area
  • Flexible approach to duties and willingness to work as part of a wider Executive team to support any and all operations of the Solent Local Enterprise Partnership where required
  • Flexible approach to working hours and willingness to attend meetings at times convenient to the Solent LEP, often including early and/or evening meetings

Desired qualifications

Applicants will need to have a minimum of 2 years' experience of working in an office-based environment or an administration role and/or have achieved a Level 3 apprenticeship in a related discipline (or equivalent qualification).

Future prospects

This role would give the apprentice a solid grounding in all the key concepts, techniques and skills needed to develop effectively as a PA or Office Administrator and the possibility to progress to a level 4 Business Support Apprenticeship. Details on this can be provided on request.