Administration Assistant Apprentice (Level 2)

About the Role

Graham and CoSolicitors are seeking a motivated and organised Administration Assistant to join the team on the Level 2 Administration Assistant apprenticeship programme.

What You'll Do

• Answering telephone calls and responding to emails
• Greeting clients and providing customer service
• Updating and maintaining records and databases
• Filing and organising documents
• Booking appointments and managing calendars
• Preparing letters
• Photocopying, scanning and printing documents
• Processing basic paperwork and invoices
• Supporting colleagues with administrative tasks
• Using Microsoft Office and other computer systems
• Ordering office supplies when needed
• Processing incoming and outgoing mail
• Handling information professionally and confidentially

Company Benefits

• Competitive apprenticeship salary
• Paid annual leave
• Full training and support
• Opportunities for career progression
• On-the-job learning and development
• Supportive and friendly working environment
• Regular feedback and development reviews
• Opportunity to gain valuable industry experience
• Potential for continued employment after successful completion
• Opportunities to progress onto further qualifications

What You'll Learn

• 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.