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Apprentice Administration Assistant, Placements Administration Level 2
Halifax
£15.4k/yr
Posted 1 day ago
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Job Description
Role Overview
To provide administrative support within the Placements Employer Engagement Team. You will be trained and supported to achieve an apprentice qualification whilst in employment over a one-year period.
What You'll Do at Work
- Act as the first point of contact for all department enquiries
- Assist staff in the day-to-day administration within the Employer Engagement Team
- Maintain effective record systems including input into CRM
- Work within the Engagement team to ensure that relevant and up-to-date information systems are maintained at all times
- Adhere to deadlines
- Undertake photocopying & collation duties as required
- Send / Receive information via email
- Word processing of letters, memos and other documentation as required
- Maintain / setup filing systems
- General data inputting
- Organise resources
- Work flexibly to ensure smooth running within the office
- Minute taking
- Receive and log information
- Book rooms and organise hospitality/refreshments
- Update systems and procedures
- Answer the telephones in a professional manner
- Understand internal & external customer requirements
- Liaise between departments when required
- Maintain confidentiality at all times, effectively disposing of or shredding documentation
- Supporting the organisation and ensuring the smooth running of events
- Archiving and scanning of documentation
- Raising purchase requisitions using the college finance system in line with the College’s purchasing regulations.
- General office duties
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What You'll Learn
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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.
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Skills
Communication skills
IT skills
Organisation skills
Team working
Ability to work Independently
Prioritisation
Word processing
Data inputting
Minute taking
Using email
CRM
Filing systems
Time management
Cloud services
AI
Automation
Location