Business Administration Apprentice

About Us: The Rehability UK Group is a dynamic and innovative family of companies driven by the vision of our founder. We have grown from a base in the West Midlands, where we still have our Head Office in Birmingham, to include services across the Midlands and in both the South East and South West of England and we are now expanding into Northern England. The Rehability UK Community division is focussed on the West Midlands and the M25 corridor. We support over 600 adults across a range of settings and employ around 1200 people across the country. These figures are not static, as the Group continues to develop and open new services. Rehability UK is a leading Specialist Healthcare provider for Mental Health, Learning Disability, Autism, Brain Injury Rehab and Children's Services. Our services and the people who work in them exist to help the people we support to live their best possible lives. They are at the heart of all we do, whether we are working directly with them or working the support teams, such as HR, training and finance. Healthcare isn’t and shouldn’t be a box-ticking exercise. We do the things we do because they add value, practicality, and happiness to the lives of the people we care for.

Role Purpose: This role provides comprehensive administrative and operational support across the People Function and wider business. The Business Administration Apprentice is responsible for managing employee lifecycle documentation, including contracts, variations, onboarding and leaver processes, while ensuring compliance with legal and organisational requirements. They support recruitment activities, sponsorship licence administration, right to work and DBS checks, occupational health referrals, and employee benefits administration. The role also oversees HR reporting, system support (such as Sage), and acts as a key point of contact for HR queries. In addition, it includes responsibility for health and safety compliance, office organisation, stationery and budget control, direct operational support, meeting coordination, and senior executive assistance, ensuring the smooth day to day running of the office and promoting a positive, well managed working environment.

Key Responsibilities:

• Process paperwork related to variation of contracts for exiting employees, ensuring compliance with legal and organisational requirements.
• Prepare and distribute HR-related documents, such as employment contracts, variation of contract letters.
• Produce regular management reports.
• Support the implementation of systems relating to the function, for example Sage.
• Assist in the recruitment process by posting job openings, screening resumes, scheduling interviews, and conducting background checks, when instructed.
• Support the management of the sponsorship license and records related to sponsorship staff.
• Administer employee benefits platform.
• Serve as a point of contact for employees regarding HR-related questions, concerns, and requests for assistance.
• Facilitate communication between employees and the People Function, and escalate issues as needed to ensure timely resolution.
• Promote a positive work environment and organisational culture by fostering employee engagement and morale.
• Manage queries in the general HR Inbox, escalating to the People and Sponsorship Advisor when required.
• Support in right to work checks and DBS applications. Submission of Occupational Health referrals.
• Adding new starters to platform, Review of routine employee letters, including probation and invitation letter. Ensuring sickness records, and maternity / paternity records are up to date, e.g. on the sickness absence tracker.
• Fire safety in the office (office risk assessments, regular function checks and recording thereof, nominations for fire warden, logs). PAT testing of office equipment, and ensuring this is done prior to the previous end-date.
• Cost and budget control - liaising with the finance team and providing reports as required. Purchasing of stationary supplies. Stock control. Allowance to people who use the office.
• Managing use of space by personnel (preventing overcrowding, hot desk bookings). Ensuring any notices are in date (H&S notices, insurance certificates etc). Booking meeting and training rooms when necessary. Keeping the kitchen clean and stocked where necessary. Organizing celebrations in the office, including birthday cards and cakes for staff, and for registered managers. Managing the archive function for the business.
• Answering the telephone when necessary and directing callers to the appropriate person/s. Welcoming guests to the office and supporting their visit with information, guidance and refreshments as appropriate. Planning office induction to new managers and liaising with Heads of Department to facilitate delivery.
• Communicating with staff regarding return of equipment after leaving etc. Taking and producing minutes for meetings when asked, including, but not limited to, team meetings.
• Ensuring refreshments are provided and delivered according to the CEO's requirements, for them and for the Chief Operating Officer and Managing Director. Managing communications for CEO in all formats. Managing the CEO's environment to comply with their requirements. Undertaking such tasks as buying gifts, arranging travel, etc. as required.

Benefits:

• Blue light card – We’ll cover your registration fee for the first 2 years (£5), giving you access to discounts across hundreds of retailers and services.
• Access to our Employee Assistance Programme - Free, confidential support on a range of topics including mental health, wellbeing, legal advice, and financial guidance.
• Access to our Employee Benefits Platform which offers:

• Online GP on demand.
• Access to EAP.
• Free TAX calculator.
• Access to discounts for over 150 retailers.
• Detailed information on your pension provider.

This is a fixed term contract for 18 months duration of apprenticeship.