Alongside this role you will be completing the course Leading on Customer Operations > Level 6

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• Leading on Customer Operations at  Ulster University

Job Purpose
The Apprentice Business Support Assistant will provide high-quality administrative and coordination support across the Governance & Strategic Projects function at Belfast Waterfront and Ulster Hall Ltd (BWUH). Working under supervision, you will contribute to corporate project planning, governance processes, performance monitoring and stakeholder coordination while undertaking the Level 6 Leading on Customer Operations  apprenticeship with Ulster University. You will learn how our venues deliver conferences and live entertainment, applying your classroom learning to real projects that drive operational excellence and positive outcomes for Belfast and Northern Ireland.
 
Key Responsibilities
1. Corporate Projects and Performance Support

• Support delivery of cross-venue corporate projects spanning sales, marketing, corporate services and event operations; maintain action plans, trackers and shared folders. (Learn project coordination basics: plans, risks, actions, deadlines.)
• Assist with event project preparation, day-of delivery support and post-event reviews. (Understand how operational activity translates into project outcomes and KPIs.)
• Collate performance data and draft simple management information for review. (Develop data handling and reporting skills.)
• Prepare slide decks, briefing notes and standard templates for meetings. (Build professional written communication and presentation skills.)
•  File documents with correct version control and naming conventions. (Adopt governance-grade document management practices.)

2. Governance and Compliance Support

• Provide administrative support for Board and Executive meetings: agendas, paper collation/circulation, minute taking and action log management. (Learn formal meeting administration to a professional standard.)
• Maintain governance records in line with internal policies and regulatory requirements. (Understand assurance, retention and audit principles.)
• Collate documentation and evidence to support internal audit/assurance reviews. (Develop awareness of controls, audit trails and quality standards.)

3. Stakeholder and Partnership Coordination

• Schedule internal/external meetings, prepare packs and record outcomes. (Improve stakeholder management and follow-up discipline.)
• Maintain accurate stakeholder and partnership records. (Learn CRM and information governance basics.)
• Draft clear, professional communications and briefings. (Strengthen written tone, clarity and audience awareness.)
• Handle routine enquiries, escalating appropriately; represent the directorate at internal meetings and occasional events. (Build confidence and professional presence.)

4. Administrative and Financial Support

• Provide day-to-day admin support (inboxes, diaries, travel, room bookings, supplies). (Master business administration fundamentals.)
• Assist with purchase orders, invoicing and basic budget tracking in line with procedures. (Gain familiarity with financial processes and controls.)
• Identify simple process improvements and contribute to procedure updates. (Practice continuous improvement and change adoption.)
• Maintain confidentiality and manage sensitive information appropriately. (Embed data protection and professional standards.)

5. Systems & Continuous Improvement

• Use Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and BWUH systems to maintain accurate records. (Improve digital productivity and collaboration.)
• Help standardise templates and trackers to enable consistent reporting. (Apply “plan, do, check, act”.)

 
6. General Responsibilities

• Comply with all organisational policies and procedures.
• Promote equality, diversity, and inclusion in all aspects of work.
• Maintain high standards of professionalism, integrity, and confidentiality.
• Undertake any other duties commensurate with the level of the role.

Learning & Development

• Enrolment on the Level 6 Leading on Customer Operations (HLA) programme delivered by Ulster University.
• Protected study time and assessment support in line with HLA ApprenticeshipsNI rules and the Ulster University timetable.
• A structured exposure plan across governance administration, project coordination, stakeholder engagement and performance reporting.
• Coaching and feedback from the Head of Governance & Stakeholder Engagement and wider leadership team.
• Opportunities to participate in cross-venue initiatives and improvement projects.

Helpful links

Core Competencies

• Communication: clear, concise written and verbal communication tailored to audience.
• Organisation: plans and prioritises to meet deadlines; follows through on actions.
• Attention to Detail: accurate records, minutes and document control.
• Customer Focus: professional, solution-focused approach with internal/external stakeholders.
• Analysis & Problem Solving: follows procedures, spots anomalies, escalates appropriately.
• Teamwork: collaborates across venues; shares learning and supports “One Team” goals.
• IT Proficiency: confident with Microsoft 365; able to learn new systems quickly.

Essential Criteria

Eligibility to enrol on this HLA - Level 6 Leading on Customer Operations with Ulster University in line with the provider’s entry requirements: 

The specific admissions criteria for this Degree require:

• Provide evidence of competence in written and spoken English (GCSE English Language grades A-C/ 4-9 or equivalent); and
• Provide evidence of passes in five subjects, two of which must be at A level (grades A-E) and three at GCSE level* (grades A-C/4-9);
• Provide evidence of passes in four subjects, three of which must be at A level (grades A-E) and one at GCSE level* (grades A- C/4-9); or
• Provide evidence of an approved qualification at an equivalent level such as a BTEC Level 3 Extended Diploma or Access to Higher Education qualification or equivalent**; or
• Provide evidence, for a process of formal accreditation by the University, of learning you have gained through work or other experience.
• Evidence of interest in business administration, projects or governance (e.g., study, volunteering, work experience).
• Strong organisational skills and attention to detail; clear written communication.

Desirable Criteria

• Work experience in an admin, projects, events or customer-facing role (paid, voluntary or placement).
• Confidence with Excel (filters, basic formulas) and PowerPoint design.
• Experience with meeting administration (agendas, minutes, actions) or document control.
• Exposure to CRM or collaboration tools (e.g., SharePoint, Teams Planner).

Note on shortlisting: Where there is a high volume of applications, we may apply the desirable criteria in order of priority (meeting administration/document control; sector exposure; systems experience).