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.
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Your Email*
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Line Manager's Email*
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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?*

Yes/SomeNo
Please provide specific examples of the IT packages and systems you use. Include details about how you use them in tasks such as letters, emails, performing financial process, recording and analysing data.
You understand and can discuss how to choose the most appropriate IT solution to meet the business needs?*

Yes/SomeNo
Please provide examples of situations where you had to choose an IT solution to meet business needs.
You regularly use and know how to update and review databases, record information and produce data analysis where required?*

Yes/SomeNo
Please provide examples of databases you have used and describe your experience with updating and reviewing these databases.
Any developmental areas?*

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?*

Yes/SomeNo
Please provide examples.
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?*

Yes/SomeNo
Please provide examples
Do you know how to maintain records and files and handle confidential information with the organisation's procedures maintaining confidentiality at all times?*

Yes/SomeNo
Please provide examples.
Do you understand and can discuss how to coach others and put this in practice to complete required tasks?*

Yes/SomeNo
Please provide examples
Any developmental areas?*

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?*

Yes/SomeNo
Please provide examples.
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?*

Yes/SomeNo
Please provide examples.
Do you understand how to seek advice of a more experienced team member if needed and can evidence this?*

Yes/SomeNo
Please provide examples.
Any developmental areas?*

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?*

Yes/SomeNo
Please provide examples.
Do you know how to influence, listen, challenge and act appropriately and can give examples of this?*

Yes/SomeNo
Please provide examples.
Do you know how to be a role model to peers and team members, developing coaching skills as you gain area knowledge?*

Yes/SomeNo
Please provide examples.
Any developmental areas?*

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?*

Yes/SomeNo
Please provide examples.
Do you know how to plan required resources to successfully deliver projects?*

Yes/SomeNo
Please provide examples.
Do you understand what to do when undertaking and leading projects and can demonstrate an example of this?*

Yes/SomeNo
Please provide examples.
Any developmental areas?*

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?*

Yes/SomeNo
Please give example of how recent political changes have impacted your organisation’s strategic goals.
Any developmental areas?*

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?*

Yes/SomeNo
Please describe the organisation structure and provide examples of a time when your work directly benefited 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?*

Yes/SomeNo
Please describe how your role fits within the organisational structure and outline a specific skill you’ve developed recently and how it has prepared you for future career opportunities within the organisation.
Any developmental areas?*

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?*

Yes/SomeNo
Please provide an example of a challenging stakeholder relationship you managed and explained the strategies you used to navigate it.
Do you know how to liaise with internal/external customers, suppliers or stakeholders from inside or outside of the UK?*

Yes/SomeNo
Please explain how you prioritise communication when dealing with multiple internal and external stakeholders.
Do you understand and can discuss the importance of engaging and fostering relationships with suppliers and partner organisations?*

Yes/SomeNo
Please explain and give examples of methods you have found most effective in maintaining long term positive relationships with suppliers and partners.
Any developmental areas?*

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?*

Yes/SomeNo
Please describe a situation where you had to ensure compliance with one of these regulations and what steps you took the address it.
Do you understand and are up to date on the organisation's internal policies and key business policies relating to sector?*

Yes/SomeNo
Please explain how you stay informed about updates to your policies, and can you give an example of how you implemented a recent policy change in your work.
Any developmental areas?*

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?*

Yes/SomeNo
Please explain how you have applied principles of project management to successfully complete a recent work assignment.
Any developmental areas?*

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?

Yes/SomeNo
Please explain and give examples.
Do you know how to review processes autonomously and make suggestions for improvements?

Yes/SomeNo
Please explain give examples.
Can you evidence how to apply solution-based approaches to improve business processes and helping define procedures?

Yes/SomeNo
Please share an example of a specific business process you have improved using a solution-based approach and this positively impacted efficiency or quality within your team or organisation.
Do you understand and can evidence how to administer purchase orders?

Yes/SomeNo
Please describe a time when you successfully managed a purchase order process from initiation to completion.
Any developmental areas?

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?

Yes/SomeNo
Please explain how you assess and prioritise external factors that could impact your organisation and supply chain.
Do you understand the international/global market in which the employing organisation is placed where necessary?

Yes/SomeNo
Please explain how you stay updated with changes in the international global market that impact your organisation.
Any developmental areas?

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?

Yes/SomeNo
Please share a specific instance where your professional behaviour positively impacted a work situation.
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?

Yes/SomeNo
Please provide examples of how you’ve applied the organisation’s guidelines in your personal and professional use.
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?

Yes/SomeNo
Please describe a time when you successfully challenged an inappropriate behaviour within your team.
Any developmental areas?

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?

Yes/SomeNo
Please give examples of a situation where you demonstrated one of these qualities and how it benefited your team or project.
Do you know how to motivate others where responsibility is shared, and you can give examples of this?

Yes/SomeNo
Please describe a specific instance where you successfully motivated a colleague or a team, leading to a positive outcome.
Any developmental areas?

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?

Yes/SomeNo
Please provide examples.
Do you know how to perform thorough self-assessments of your own work and comply with the organisation's procedures?

Yes/SomeNo
Please share a time when your self-assessment led to significant improvement in your work or processes.
Any developmental areas?

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?

Yes/SomeNo
Please give examples of how you successfully adapted to a major change in priorities at work.
Any developmental areas?

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?

Yes/SomeNo
Please describe a situation where you took responsibility for a team’s performance and what the outcome was.
Do you know how to successfully complete projects and customer requests handled appropriately?

Yes/SomeNo
Please provide an example of a project you completed successfully.
Do you understand how to use initiative to develop your own and others' skills and behaviours?

Yes/SomeNo
Please tell me about a time when you used your initiative to help develop a colleague’s skill.
Any developmental areas?

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:

Business Administrator

Skills Unit 1:

Skills Unit 2:

Skills Unit 3:

Skills Unit 4:

Skills Unit 5:

Skills Unit 6:

Skills Unit 7:

Skills Unit 8:

Knowledge Part 1:

Knowledge Part 2:

Knowledge Part 3:

Knowledge Part 4:

Knowledge Part 5:

Knowledge Part 6:

Knowledge Part 7

Behaviours Part 1

Behaviours Part 2

Behaviours Part 3

Behaviours Part 4

Behaviours Part 5