Reception/Administration Assistant Apprentice

To assist with a wide variety of duties, including reception, filing, telephone answering, and database entry. Most of your apprenticeship is spent working, learning on the job by getting hands-on experience.

Responsibilities

• Support a range of activities across the administration side of the school.
• Deal with visitors to the school.
• Answer the phone.
• Sort incoming post.
• File and enter information onto the school's internal systems.

What you'll learn

• Skilled in the use of multiple IT packages and systems relevant to the organisation to write letters or emails, create proposals, perform financial processes, record and analyse data (e.g., MS Office or equivalent packages).
• Choose the most appropriate IT solution to suit the business problem.
• Update and review databases, record information, and produce data analysis where required.
• Produce accurate records and documents including emails, letters, files, payments, reports, and proposals.
• Make recommendations for improvements and present solutions to management.
• Draft correspondence, write reports, and review others' work.
• Maintain records and files, handle confidential information in compliance with the organisation's procedures.
• Coach others in the processes required to complete tasks.
• Exercise proactivity and good judgment.
• Make effective decisions based on sound reasoning and deal with challenges in a mature way.
• Seek advice from more experienced team members when appropriate.
• Build and maintain positive relationships within their own team and across the organisation.
• Demonstrate ability to influence and challenge appropriately.
• Become a role model to peers and team members, developing coaching skills as you gain area knowledge.
• Demonstrate good communication skills (face-to-face, telephone, written, digital).
• Use the most appropriate channels to communicate effectively.
• Demonstrate agility and confidence in communications, carrying authority appropriately.
• Understand and apply social media solutions appropriately.
• Answer questions from inside and outside of the organisation, representing the organisation or department.
• Complete tasks to a high standard.
• Demonstrate the necessary level of expertise required to complete tasks and apply oneself to continuously improve work.
• Review processes autonomously and make suggestions for improvements.
• Share administrative best practices across the organisation (e.g., coach others to perform tasks correctly).
• Apply problem-solving skills to resolve challenging or complex complaints and be a key point of contact for addressing issues.
• Take responsibility for initiating and completing tasks, managing priorities and time to successfully meet deadlines.
• Positively manage the expectations of colleagues at all levels and set a positive example for others in the workplace.
• Make suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment.
• Manage resources (e.g., equipment or facilities).
• Organise meetings and events, take minutes during meetings, and create action logs as appropriate.
• Take responsibility for logistics (e.g., travel and accommodation).
• Use relevant project management principles and tools to scope, plan, monitor, and report.
• Plan required resources to successfully deliver projects.
• Undertake and lead projects as and when required.