Apprentice Receptionist

We are a busy and growing accounting practice looking to recruit an Apprentice Receptionist to join our team. This is a customer-facing role where you will be the first point of contact for our clients, providing a professional and welcoming experience.

Main Tasks

• Welcoming clients and visitors in a professional and friendly manner
• Answering and directing telephone calls
• Booking appointments and managing meeting schedules
• Managing the reception area to ensure it is tidy and presentable
• Opening, sorting, and distributing incoming post
• Scanning, filing, and organising documents accurately
• Supporting with general administrative duties
• Client document handling:
  • Receiving financial documents from clients such as invoices and billing records
  • Scanning and uploading documents onto internal systems
  • Ensuring documents are correctly coded and allocated to the appropriate client accounts
  • Maintaining confidentiality and complying with data protection requirements

Additional Responsibilities

• Assisting with management of the Director’s email inbox
• Supporting the team with day-to-day office tasks
• Helping maintain a safe and organised working environment

Future Development (Once Confident in the Role)

• Attending business meetings
• Assisting with promoting the business and interacting with potential clients

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Training Provider

INSPIRE EDUCATION GROUP

Training Course

Business administrator (level 3)

Understanding apprenticeship levels (opens in new tab)

What You'll Learn

• Course contents
  • Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
  • Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
  • Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
  • Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
  • Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
  • Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
  • Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
  • Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.