Administration Assistant Apprentice

Job Description

To assist with day-to-day accounting tasks, data entry, and general office administration. This includes handling correspondence, preparing documents, and maintaining professional communication with customers and colleagues.

What you'll do at work:

• Handle incoming and outgoing correspondence, including scanning, filing, and distributing emails and documents
• Answer telephone calls, take messages, and direct enquiries to the appropriate team members in a professional manner
• Maintain office records, databases, and filing systems (both digital and paper-based) to ensure accuracy and accessibility
• Process supplier invoices and credit notes, ensuring timely and accurate data entry into the accounting system
• Assist trades and site staff with purchase orders
• Support the finance team in maintaining accurate financial records and documentation
• Respond to customer enquiries via email and telephone in a friendly, professional, and timely manner

Training course:

• Administration assistant (level 2)

Hours:

• Monday - Friday, 8:00am - 4:30pm.
• 37 hours 30 minutes a week

Start date:

• Wednesday 7 October 2026

Duration:

• 1 year

Positions available:

• 1

What you'll learn:

Course contents:

• Receive, retrieve, process, record and store information and data.
• Operate within organisational policies, standards and procedures and relevant legislation respecting confidentiality; adapting to operational changes as they occur.
• Use software packages and tools for example AI or automation to input and process data and information, to contribute to routine administration tasks in line with organisational policies and procedures.
• Handle and communicate information in line with organisational policies, procedures and security requirements.
• Recognise and rectify issues and escalate as required. For example stakeholder documents and reports, safeguarding concerns or abusive behaviour.
• Plan and review administration tasks allocated by supervisor.
• Maintain professional relationships with stakeholders.
• Monitor and report on the use of resources such as materials, equipment and supplies.
• Use agreed organisational systems and protocols to manage calendars, diaries and booking systems.
• Source information as requested by stakeholders, ensuring they are shareable. As examples client records, signpost to services or reports.
• Use continuing professional development including self-reflection to support current and future training and development needs.
• Use communication tools to respond to stakeholders using professional language and organisational etiquette.
• Operate within agreed health and safety standards.
• Use time management tools to meet deadlines.
• Handle feedback following expected professional etiquette.
• Maintain wellbeing, accessing organisational support mechanisms if required.
• Review and check own work.
• Use cloud services to share documents for use and or collaboration.
• Protect against security threats for example, strong passwords, two step verification, office tailgating and display of security passes or clothing that identifies secure workplaces.
• Seek clarification and help, when required, to complete assigned tasks within agreed timeframes.