Apprentice Administrator - F&S Department

East West Connect Ltd; Northolt; Sur place; GBP 14 000 - 17 000; Plein temps

Résumé du poste

East West Connect Ltd in London is seeking a proactive apprentice administrator to support the Fire & Security Department in a busy maintenance environment. You will help plan, schedule and monitor planned and reactive maintenance across life-safety systems, and communicate with residents, clients, engineers and subcontractors to arrange access and provide updates.

Key duties include maintaining records, preparing routine reports, and supporting diary management and departmental activities while

Qualifications

• GCSEs or equivalent, including English and mathematics.
• Proficiency with Microsoft 365 apps, especially Outlook, Word and Excel.
• Willingness to develop knowledge of Fire & Security maintenance operations.
• Awareness of health & safety, data protection, confidentiality and compliance.
• Experience in an office, customer service or maintenance environment desirable but not essential.

Responsabilités

• Provide general administrative support to the Fire & Security Department.
• Create, update and close planned and reactive maintenance jobs in the job-management system.
• Assist with scheduling engineers and subcontractors across London.
• Contact residents, clients and site representatives to arrange appointments and confirm access.
• Monitor engineer attendance and update arrival times; escalate issues promptly.
• Maintain accurate property, system and asset records for fire alarms, emergency lighting, etc.
• Process completed worksheets, certificates and service evidence; check completeness.
• Assist with routine operational and compliance reporting.
• Respond to telephone and mailbox enquiries and direct technical or safety-critical matters.
• Support diary management, meetings, minutes and departmental activities.
• Follow health and safety, data protection, confidentiality and customer care procedures.
• Manage workload to allow time for apprenticeship training and qualification completion.
• Undertake other duties to support service delivery.

Connaissances

Clear and professional communication

Organise and prioritise tasks

Accurate data-entry and records

Attention to detail

Collaborative working

Professional and customer-focused

Use initiative and escalate safety

Confidential information handling

Apprenticeship commitment

Formation

GCSEs including English and Maths

Outils

Microsoft 365

Outlook

Word

Excel

Description du poste

• Provide efficient and accurate administrative support to the Fire & Security Department within a busy maintenance environment.
• Support the planning, scheduling and monitoring of planned and reactive maintenance for fire alarms, emergency lighting, smoke control, access control, CCTV and associated life-safety and security systems.
• Communicate professionally with residents, clients, engineers, subcontractors and internal teams to arrange appointments, confirm access and provide timely service updates.
• Maintain complete and accurate job, asset, attendance and compliance records within the company’s systems.
• Prepare routine reports and management information to support contractual, operational and compliance requirements.

SCOPE

• Provide efficient and accurate administrative support to the Fire & Security Department within a busy maintenance environment.
• Support the planning, scheduling and monitoring of planned and reactive maintenance for fire alarms, emergency lighting, smoke control, access control, CCTV and associated life-safety and security systems.
• Communicate professionally with residents, clients, engineers, subcontractors and internal teams to arrange appointments, confirm access and provide timely service updates.
• Maintain complete and accurate job, asset, attendance and compliance records within the company’s systems.
• Prepare routine reports and management information to support contractual, operational and compliance requirements.

KNOWLEDGE

• GCSEs, or equivalent qualifications, including English and mathematics.
• Working knowledge of Microsoft 365 applications, particularly Outlook, Word and Excel.
• A basic understanding of office administration and a willingness to develop knowledge of Fire & Security maintenance operations.
• Awareness of the importance of health and safety, data protection, confidentiality and accurate compliance records.
• Previous experience in an office, customer service or maintenance environment is desirable but not essential.

Skills

• Clear and professional written and verbal communication.
• Ability to organise and prioritise tasks in a busy, service-led environment.
• Accurate data-entry, record-keeping and document-management skills.
• Strong attention to detail when handling job information, property records, appointments and compliance documents.
• Ability to work collaboratively with managers, supervisors, engineers and support teams.
• A professional, helpful and customer-focused approach.
• Confidence to use initiative, ask appropriate questions and elevate urgent or safety‑critical matters promptly.
• Ability to handle confidential information responsibly.
• Commitment to completing the apprenticeship programme and continuing professional development.

DUTIES

• Provide general administrative support to the Fire & Security Department, including managing correspondence, maintaining electronic filing systems and updating departmental records.
• Create, update and close planned and reactive maintenance jobs accurately within the company’s job-management system.
• Assist with scheduling engineers and subcontractors across London, considering appointment times, access arrangements, travel requirements and work priorities.
• Contact residents, clients and site representatives to arrange appointments, confirm access requirements and communicate changes or delays.
• Monitor engineer attendance and job progress, update expected arrival times and promptly escalated missed appointments, access issues and urgent service matters.
• Maintain accurate property, system and asset records for fire alarms, emergency lighting, smoke control, access control, CCTV and other relevant systems.
• Process completed worksheets, certificates, photographs and other service evidence, checking records for completeness and referring omissions to the appropriate person.
• Assist with routine operational and compliance reporting, including job status, attendance, outstanding actions, asset information and service performance.
• Respond promptly to telephone calls and shared mailbox enquiries, resolving straightforward queries and directing technical or safety-critical matters to the appropriate manager or engineer.
• Support managers and administrators with diary management, meetings, minutes, presentations and other departmental activities.
• Follow company procedures for health and safety, quality, environmental management, data protection, confidentiality and customer care.
• Manage workload effectively to allow sufficient time for apprenticeship training, assessments and completion of the relevant qualification.
• Undertake other reasonable duties appropriate to the role and level of responsibility to support effective delivery of the Fire & Security maintenance service.