Junior Administration Apprentice

To support the Customers and the department with administration duties. To deliver a professional, timely, efficient and friendly service to our customers both internal and external.

Requirements

• GCSE in: English (grade 4-9)
• Maths (grade 4-9)
• Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
• Communication skills
• Attention to detail
• Organisation skills
• Customer care skills
• Team working
• Initiative
• Adaptability
• Motivated to learn

Responsibilities

• Managing office stationery, general supplies and consumables.
• Assisting with asset monitoring and organisation.
• Distributing/scanning mail.
• Using the digital filing process to update electronic filing systems.
• Exposure to the sales department and using a bespoke CRM system.
• Working on live projects and liaising with field staff and clients as required.
• Answering and screening telephone calls.
• Answering queries in department mailboxes and troubleshooting where required.
• Assisting with team projects, business organisation, continuity and improving company-wide processes.
• Arranging contractors for facilities management.
• Supporting the completion of business critical customer questionnaires.
• Other ad-hoc tasks as required.
• 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.