Commercial Administrator Apprentice

Summary

Provide effective administrative support to the Strategic Contract Management Lead and departmental Contract Manager focusing on contract management, specifically, contract administration and related processes.   Assist in the collection, organisation, migration, and sharing of contract documentation and data.

Wage

£25,780 a year

Training course

Business administrator (level 3)

Hours

Monday - Friday, 9.15am - 5.00pm core hours. Flexibility will be required for business needs.

35 hours a week

Start date

Monday 5 January 2026

Duration

1 year 6 months

Positions available

1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

Purpose of Post:

• Provide effective administrative support to the Strategic Contract Management Lead and departmental Contract Manager focusing on contract management, specifically, contract administration and related processes
• Assist in the collection, organisation, migration, and sharing of contract documentation and data
• Deliver technical and administrative assistance to the team in areas such as contract spend, supplier relationship management, stakeholder engagement, communication, responsible procurement, and contract lifecycle management
• Collaborate with colleagues to ensure seamless and consistent service delivery
• Prepare, collate, and format contract-related data for processing, review, and advanced analysis by relevant stakeholders
• Communicate findings and outcomes clearly to various audiences, analyse both structured and unstructured contract data to support business decisions, integrate data from multiple sources as directed, and ensure all data handling complies with legal and ethical standards
• Look after various email inboxes relating to specific corporate contracts

Main Duties & Responsibilities:

• Take care of the administration of the Business Travel contract, including daily monitoring of the Business Travel inbox, adding new users in a timely fashion, dealing with queries from the business and the supplier
• Support the Contract Manager in the administration of the contract
• Assist the Contract Manager in the administrative tasks relating to other Corporate Contracts, including but not limited to Taxis, Print, Delivery, Tail spends and other contracts managed by Commercial Service as requested by the Strategic Contract Management Lead
• Assist in gathering and interpreting information from a variety of sources to support contract processes and reporting, utilising multiple IT packages and systems
• Assist with the administration and maintenance of the Contract Register and associated information assets
• Look to continuously improve processes and practices around contract administration
• Support the team on gathering market intelligence and contract data and inform the development of specifications, KPIs, SLAs etc
• Work collaboratively with colleagues across the Department to review and improve contract utilisation
• Support the analysis and presentation of contract data using textual, numerical,graphical, and other appropriate visualisation methods for the intended audience

Job Description:

• Assist in the development and maintenance of contract data dashboards and reporting tools
• Support the coordination and facilitation of contract user groups and all associated communication campaigns
• Develop a working knowledge of legal and regulatory requirements relating to contracts, including public procurement legislation, Data Protection, Health & Safety, Compliance etc
• Administration of Customer Satisfaction Surveys for corporate contract users
• Assist with the organisation and delivery of contract-related training sessions as required
• Actively participate in team meetings and contribute to the achievement of team objectives
• Build strong relationships with business stakeholders and commercial Services team
• Contribute to the publication and updating of internal and public commercial web content relating to contracts if requested
• Undertake any other duties relevant to the role of Contract Administrator as may reasonably be requested

Where you'll work

City of London
Guildhall
Gresham Street
LONDON
EC2P 2EJ

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Training provider

COMMON COUNCIL OF THE CITY OF LONDON

Training course

Business administrator (level 3)

What you'll learn

• 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.
• Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes 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.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes 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). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Training schedule

• You will be supported to achieve the Business Administration Level 3 Apprenticeship
• Theoretical training will be Biweekly with the support of the training provider
• Practical training and support will be given in the workplace allowing you to embed your learning in the working environment
• You will receive hours 6 per week to support with your apprenticeship studies

More training information

• The apprenticeship training will be delivered by the City of London corporation in house training provider Common Council of the City of London
• The apprenticeship training will be delivered via face-to-face training session at the Guildhall London EC2V 7HH on a fortnightly basis

Requirements

Essential qualifications

GCSE in:

• English (grade 4)
• Maths (grade 4)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Administrative skills
• Number skills
• Analytical skills
• Logical
• Team working
• Non judgemental
• Patience