Business Administrator

  • Business Administrator

    Skills Scan

  • 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.

    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.

  • Please enter your email address (upon completion of this skills scan you will need to click on the submission button. Once you have done this, the completed skills scan will be emailed to you and your line manager. You will need to upload your completed skills scan to the OneFile learning assessment record that you have opened to access this skills scan)

  • We need to ensure you require substantial learning and development to access a funded apprenticeship. You do not need to research topics to answer. This is about what you may already know or do, so we can get a baseline and create a personal learning programme. You may also wish to state areas you would like to develop further.

    Please rate each question with Yes, Some or No

    Please note if you answer Yes or Some to any of the questions, a drop-down box will appear and you will need to write about what you already know and/or do. If you have any qualifications, competency evidence or certification appliable to the question, it is very important you attach these to the OneFile learning assessment record (LAR) that you have opened to access this skills scan. Please ensure you always maintain confidentiality and avoid putting any names of colleagues/patients.

  • Skills Unit 1:

    Information Technology

  • Skills - Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data.

    Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required:

  • Are you confident using multiple IT packages and systems relevant to the organisation in order to write letters or emails, create proposals, perform financial processes, record and analyse data?*
  • You understand and can discuss how to choose the most appropriate IT solution to meet the business needs?*
  • You regularly use and know how to update and review databases, record information and produce data analysis where required?*

  • Skills Unit 2:

    Record and Document production

  • Skills - Produce accurate records and documents including emails, letters, files, payments, reports and proposals. Make recommendations for improvements and present solutions to management. Draft correspondence, write reports and able to review others' work.

    Maintain records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks:

  • Do you know how to produce accurate records and documents including emails, letters, files, payments, reports and proposals, and make recommendations for improvements and present solutions to management?*
  • Do you know how to and can demonstrate how to draft correspondence, write reports and are able to review others' work and feedback on it?*
  • Do you know how to maintain records and files and handle confidential information with the organisation's procedures maintaining confidentiality at all times?*
  • Do you understand and can discuss how to coach others and put this in practice to complete required tasks?*

  • Skills Unit 3:

    Decision Making

  • Skills - Exercise proactivity and good judgement. Make effective decisions based on sound reasoning and is able to deal with challenges in a mature way.

    Seeks advice of more experienced team members when appropriate:

  • Do you understand how to exercise proactivity and good judgement plus you can demonstrate reasoning behind this?*
  • Do you know how to make effective decisions based on sound reasoning and can deal with challenges in a mature way showing you listen and take onboard others feedback and idea's, and can provide examples of this?*
  • Do you understand how to seek advice of a more experienced team member if needed and can evidence this?*

  • Skills Unit 4:

    Interpersonal Skills.

  • Knowledge - Build and maintain positive relationships within you own team and across the organisation. Demonstrate ability to influence and challenge appropriately.

    Become a role model to peers and team members, developing coaching skills as you gain area knowledge.:

  • Do you understand and can discuss how to build and maintain positive relationships within your own team and across the organisation?*
  • Do you know how to influence, listen, challenge and act appropriately and can give examples of this?*
  • Do you know how to be a role model to peers and team members, developing coaching skills as you gain area knowledge?*

  • Skills Unit 5:

    Communication.

  • Skills - Demonstrate good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Use the most appropriate channels to communicate effectively.

    Demonstrate agility and confidence in communications, carrying authority appropriately. Understand and apply social media solutions appropriately.

    Answer questions from inside and outside of the organisation, representing the organisation or department:

  • Can you demonstrate good communication skills, whether face to face, on the telephone, in writing or on digital platforms and always remain calm & professional?*
  • Do you know how to communicate effectively using the most appropriate channels?*
  • Do you know how to communicate with confidence and agility, carrying or requesting authority appropriately?*
  • Do you understand and know how to apply social media solutions and the importance of safety & professionalism?*
  • Do you know how to answer questions from inside and outside of the organisation, representing the organisation or department in an appropriate & professional way?*

  • Skills Unit 6:

    Quality.

  • Skills - Complete tasks to a high standard. Demonstrate the necessary level of expertise required to complete tasks and apply yourself to continuously improve your work.

    Able to review processes autonomously and make suggestions for improvements. Share administrative best-practice across the organisation e.g. coach others to perform tasks correctly.

    Apply problem-solving skills to resolve challenging or complex complaints and a key point of contact for addressing issues:

  • Do you understand and can evidence examples of how to complete tasks to a high standard?*
  • Do you know how to demonstrate the necessary level of expertise required to complete tasks and apply yourself to continuously improve your work?*
  • Do you know how to review processes autonomously and make suggestions for improvements?*
  • Do you understand the importance of sharing administrative best practice across the organisation e.g. coaches others to perform tasks correctly and can demonstrate examples of this?*
  • Do you know how to apply problem solving skills to resolve challenging or complex complaints and are key point of contact for addressing issues?*

  • Skills Unit 7:

    Planning and Organisation

  • Skills - Take responsibility for initiating and completing tasks, manage priorities and time in order to successfully meet deadlines. Positively manage the expectations of colleagues at all levels and set a positive example for others in the workplace.

    Make suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation).

    Manage resources e.g. equipment or facilities. Organise meetings and events, take minutes during meetings and create action logs as appropriate. Take responsibility for logistics e.g. travel and accommodation:

  • Do you know how to initiate tasks and take responsibility for completing them. You can also manage priorities & timeframe to meet deadlines?*
  • Do you understand and can provide examples how you positively manage the expectations of colleagues at all levels and set a positive example for other in the workplace?*
  • Do you know how and can evidence suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation)?*
  • Do you know how to request and manage resources e.g. equipment or facilities and can give examples of this?*
  • Do you know how to schedule and organise meetings or events, and takes minutes during these meetings, and create action logs where necessary and you can demonstrate this?*
  • Can you explain how to take responsibility for logistics e.g. travel and accommodation and understand company policy on this?*

  • Skills Unit 8:

    Project Management

  • Skills - Use relevant project management principles and tools to scope, plan, monitor and report. Plan required resources to successfully deliver projects. Undertake and leads projects as and when required:

  • Can you explain relevant project management principles and tools to scope, plan, monitor and report?*
  • Do you know how to plan required resources to successfully deliver projects?*
  • Do you understand what to do when undertaking and leading projects and can demonstrate an example of this?*

  • Knowledge Part 1:

    The Organisation

  • Knowledge - Understand organisational purpose, activities, aims, values, vision for the future, resources and the way that the political/economic environment affects the organisation:

  • Do you understand and are confident discussing the organisational purpose, aims, values, vision for the future, resources and the way that the political/economic environment affects the organisation?*

  • Knowledge Part 2:

    Value of your skills

  • Knowledge - Know organisational structure and demonstrate understanding of how your work benefits the organisation. Know how you fit within your team and recognises how your skills can help you to progress your career:

  • Do you know your organisational structure and can demonstrate understanding of how your work benefits the organisation?*
  • Do you know how you fit within the organisational team, and recognise how your skills can help you to progress your career and you are confident explaining this?*

  • Knowledge Part 3:

    Stakeholders

  • Knowledge - Having practical knowledge of managing stakeholders and their differing relationships to an organisation. This includes internal and external customers, clients and/or suppliers. Liaise with internal/external customers, suppliers or stakeholders from inside or outside the UK.

    Engage and foster relationships with suppliers and partner organisations:

  • Do you understand how to manage stakeholders and their differing relationships to your organisation using your practical knowledge. This includes internal and external customers, clients and/or suppliers?*
  • Do you know how to liaise with internal/external customers, suppliers or stakeholders from inside or outside of the UK?*
  • Do you understand and can discuss the importance of engaging and fostering relationships with suppliers and partner organisations?*

  • Knowledge Part 4:

    Relevant Regulations & Policies

  • Knowledge - Understand laws and regulations that apply to your role including data protection, health & safety, compliance etc. Support the company in applying the regulations.

    Understand the organisation's internal policies and key business policies relating to sector:

  • Do you understand laws and regulations that apply to your role including data protection, health and safety, compliance etc, and support the company in applying the regulations?*
  • Do you understand and are up to date on the organisation's internal policies and key business policies relating to sector?*

  • Knowledge Part 5:

    Business Fundamentals

  • Knowledge - Understand the applicability of business principles such as managing change, business nances and project management:

  • Do you understand the applicability of business principles such as managing change, business finances and project management?*

  • Knowledge Part 6:

    Processes.

  • Knowledge - Understand the organisation's processes, e.g. making payments or processing customer data. Able to review processes autonomously and make suggestions for improvements.

    Applying a solutions-based approach to improve business processes and helping define procedures. Understand how to administer billing, process invoices and purchase orders:

  • Do you understand the organisation's processes e.g. making payments or processing customer data and can give examples?
  • Do you know how to review processes autonomously and make suggestions for improvements?
  • Can you evidence how to apply solution-based approaches to improve business processes and helping define procedures?
  • Do you understand and can evidence how to administer purchase orders?

  • Knowledge Part 7

    External Environment Factors

  • Knowledge - Understand relevant external factors e.g. market forces, policy & regulatory changes, supply chain etc. and the wider business impact).

    Where necessary understand the international/global market in which the employing organisation is placed:

  • Do you understand relevant external factors e.g. market forces, policy and regulatory changes, supply chain etc. and the wider business impact?
  • Do you understand the international/global market in which the employing organisation is placed where necessary?

  • Behaviours Part 1

    Professionalism

  • Behaviours - Behave in a professional way.

    This includes: personal presentation, respect, respecting and encouraging diversity to cater for wider audiences, punctuality and attitude to colleagues, customers and key stakeholders.

    Adhere to the organisation's code of conduct for professional use of social media. Act as a role model, contributing to team cohesion and productivity – representing the positive aspects of team culture and respectfully challenging inappropriate prevailing cultures:

  • Do you know how to and can give examples how to behave in a professional way. This includes personal presentation, respect, respecting and encouraging diversity to cater for wider audiences, punctuality and attitude to colleagues, customers and key stakeholders?
  • Do you understand and can discuss the importance of adhering to the organisation's code of conduct for professional use of social media, and follow this code?
  • Do you know how to act as a role model, contributing to team cohesion and productivity - representing the positive aspects of team culture and respectfully challenging inappropriate prevailing cultures?

  • Behaviours Part 2

    Personal Qualities

  • Behaviours - Show exemplary qualities that are valued including integrity, reliability, self-motivation, being proactive and a positive attitude.

    Motivate others where responsibility is shared:

  • Do you understand and show exemplary qualities that are valued including integrity, reliability, self-motivation, being pro-active and have a positive attitude?
  • Do you know how to motivate others where responsibility is shared, and you can give examples of this?

  • Behaviours Part 3

    Managing Performance

  • Behaviours - Take responsibility for your own work, accept feedback in a positive way, use initiative and show resilience. Also take responsibility for your own development, know when to ask questions to complete a task and inform your line manager when a task is complete.

    Perform thorough self-assessments of your work and comply with the organisation's procedures:

  • Do you understand the importance of taking responsibility for your own work, accept feedback in a positive way, use initiative and show resilience. Take responsibility for your own development, know when to ask questions to complete tasks, and inform your manager when a task is complete?
  • Do you know how to perform thorough self-assessments of your own work and comply with the organisation's procedures?

  • Behaviours Part 4

    Adaptability

  • Behaviours - Able to accept and deal with changing priorities related to both your own work and to the organisation:

  • Do you know how to accept and deal with changing priorities related to both your own work and to the organisation?

  • Behaviours Part 5

    Responsibility

  • Behaviours - Demonstrate taking responsibility for team performance and quality of projects delivered.

    Take a clear interest in seeing that projects are successfully completed, and customer requests handled:

  • Do you understand the importance and demonstrate taking responsibility for team performance and quality of projects delivered?
  • Do you know how to successfully complete projects and customer requests handled appropriately?
  • Do you understand how to use initiative to develop your own and others' skills and behaviours?

  • Thank you for completing your skills scan

    check the emails you have entered are correct before clicking on the submission button.

    Your Email : {yourEmail}

    Managers Email : {email8}

    Reminder: your completed skills scan will be emailed to you immediately, please upload to the skills scan learning assessment record on OneFile, with any other evidence. This is very important as your allocated coach will review before the planning meeting.

    Please inform your manager they will receive your skills scan.

    At the planning meeting with your coach, your line manager will be asked to confirm it is correct and /or identify further areas of development.

  • Should be Empty: