Administration Apprentice

Carter Brown; Nottingham; On-site; GBP 18,000 - 22,000; Full time

Job summary

A local administrative service provider in Nottingham is looking for an organized Administrator Apprentice to support operations. Responsibilities include managing correspondence, providing customer service, and maintaining records. Candidates should have a professional appearance and confidence in dealing with the public. This role offers opportunities for career progression through apprenticeships and full-time employment.

Qualifications

• Confidence when meeting or speaking to people is essential.
• Must demonstrate attention to detail and reliability.
• Willingness to undertake a DBS check is needed.

Responsibilities

• Act as first point of contact for customers, responding to inquiries promptly and courteously.
• Manage incoming and outgoing post as well as files and documents.
• Provide a supportive role to relevant teams.

Skills

Time management

Organizational skills

Attention to detail

Smart professional appearance

Self-motivation

Understanding of GDPR

Education

GCSE grades A to C in maths and English

Job description

Overview

Job Description: Provide a full range of administrative activities to facilitate the efficient and effective operation of the service. Responsibilities include managing incoming and outgoing post, filing, photocopying, shredding, ordering and managing stationery and office supplies, database entry, accurate typing, and acting as a first point of contact for customers. Enquiries should be dealt with promptly, effectively and courteously, with more complex enquiries directed to the appropriate person.

Responsibilities

• Handle incoming and outgoing post; filing, photocopying and shredding; dispatch and distribution of mail.
• Order and manage stationery and office supplies; maintain accuracy of records.
• Database entry and keeping records up to date; accurate typing of letters and documents.
• Act as first point of contact for customers; respond to enquiries promptly and courteously; direct complex enquiries to the appropriate person.
• Take inbound calls and distribute to relevant individuals or departments.
• Send out reference requests for specified local authorities and chase overdue responses.
• Provide administrative support to relevant teams; saving and securely emailing court documentation to relevant case files for the expert/case.
• Log referral enquiries (phone, email, website) onto the database for the Referrals Team; log reports received onto the database and save documentation to the case file for the QA team.
• Support teams with general ad hoc administrative tasks.
• Prepare and print marketing, training and other company information packs as required.
• Assist in maintenance and updating of the central customer database; accurately maintain Carter Brown Business Information Systems.
• Assist and work with the Senior Administrator/Office Manager to organise premises, supplies, equipment and onsite contractor maintenance visits.
• Communication: act as a point of contact for customers and portray a positive, professional image; manage safeguarding and complaints in line with procedures; ensure email communications comply with the company’s electronic communications policy.
• Undertake reception/switchboard duties where appropriate.
• Work in partnerships: attend and participate in team meetings; present a professional image to all stakeholders and customers; communicate with a wide range of audiences and deliver excellent customer service.
• Finance: process assessor invoices for completed cases; ensure key information is present for accounts authorisation; send client agreements to relevant parties; collaborate with accounts on issues.
• Hospitality: book meeting rooms and arrange refreshments; undertake travel bookings for staff and managers as required.
• Health & Safety: observe health and safety procedures; assist with building maintenance as directed by the Office Manager.
• Additional duties: undertake necessary training and development; maintain IT competence to use company systems; comply with no smoking policy and safeguarding; ensure safeguarding procedures are followed.

Requirements and prospects

• Desired skills: Confidence when meeting/speaking to people, time management, organizational skills, attention to detail, smart professional appearance, self-motivation and reliability, genuine interest in the legal sector, understanding of GDPR and confidentiality, willingness to undertake a DBS check.
• Desired qualifications: GCSE grades A to C (or equivalent), specifically maths and English.
• Future prospects: Vision Business has strong employer links; opportunities may include progression to advanced/higher apprenticeship or full-time employment.

Things to consider

• Applications require a current contact number and/or email address; all applications are acknowledged by telephone; attendance at Vision Business Assessment Centre is required.
• Apprentices are paid for normal working hours and training; upon successful appointment, entitlement to statutory annual leave applies.
• Post is weekly/monthly paid; you are responsible for your own travel to work; you must work with your specialist to complete apprenticeship work on time and to the best of your ability.
• Comply with health and safety policies; uphold company policies including Equality and Diversity and Safeguarding.
• Vacancy may close earlier if a suitable candidate is identified.

Training

Training provider: Vision West Nottinghamshire College. Applications processed by Vision West Nottinghamshire College.