Apprentice Blog - Grace O'Loughlin
Former St Peter’s High School pupil, Grace O’Loughlin, works as an Apprentice Administrator at the GC Business Hub, which brings the right skills, people and businesses together through apprenticeships and employee training.
Read more about her role below:
“As the first point of contact for people at the GC Business Hub, I am responsible for meeting and greeting visitors, answering telephone enquiries, assisting with apprenticeship applications and managing the room booking system.
“I have developed many skills so far in my role, including organisation, time management, communication, team work, computer literacy, numeracy, accuracy, attention to detail and the ability to use my own initiative. Here’s a snapshot of a typical day in my life as an Apprentice Administrator…”
Data Entry and Filing
"A main part of my role involves helping the Business Development Team with apprenticeship applications – this requires administration skills including typing, filing and organisation. I print out application forms from prospective apprentices, input their details into our bespoke student records database, and then on to the appropriate apprenticeship framework’s holding code. I then compile a paper file, including a blue top sheet – the Recruitment Monitoring Form – along with the application form. This file then gets sent to the appropriate Training Coordinator to invite the applicant in for interview. As part of this process I abide by the Data Protection principles in agreement with the Data Protection Act 1998."
"I then set up an account on BKSB – the online assessment and learning resource – using their student number. This enables the apprentice to complete their maths and English initial assessments online at interview stage."
"Another part of my role involves creating and uploading vacancies to the government’s national apprenticeship website. I receive vacancy templates from the GC Business Consultants, which include the apprenticeship job title, full description, wage, weekly hours, framework, apprenticeship level, entry criteria and the closing date for applications. I proof read and double check the accuracy before submitting the vacancies on to the website. These then feed through to the College’s dedicated live vacancy page: www.gloscol.ac.uk/apprenticeshipvacancies"
"I am also fully responsible for managing the room booking system in our department, utilising IT and Outlook skills. When a member of staff needs to book a room booked for a meeting, they check availability with myself and booking format on my Outlook which I use to book meetings, functional skills, interviews and exams. Once booked in I am able to change the times of these bookings and delete any if necessary."
"I am the receptionist for the GC Business Hub at Gloucestershire College. One aspect of my job is being the first point of contact via the telephone for our office. A technique that I have learnt and developed throughout my apprenticeship is ‘smiling through the phone’; this helps to give a good impression to the caller that you are smiling to them even though you are unable to see them. ‘Smiling through the phone’ also helps with speaking clearly and confidently on the phone, giving a positive and professional image. I ensure I have an enthusiastic, cheerful, clear voice so the caller can understand what I am saying, using the standard greeting as I pick up the phone: 'Hello, Gloucestershire College Business Hub, Grace speaking, how can I help?' As the phone is ringing I also get a pen and paper ready so I can take down accurate notes."