Business Admin Apprentice

Recruiter
Key Training
Location
Newcastle Upon Tyne, Tyne and Wear
Salary
£150 per week
Posted
23 May 2019
Closes
17 Jun 2019
Ref
NE1 1PP
Specialism
Administration
Sector
Insurance
Start Date
July
Duration
12-18 months

Apprenticeship summary

Working week

  • Monday - Friday 9.00am - 5.00pm Total hours per week: 34.50

Weekly Wage

  • £150.00

Expected duration

  • 12 months

Apprenticeship level

  • Intermediate Level Apprenticeship

Vacancy description

Main Purposes of the job:  

  • The role of Department Administration Assistant comprises four principal areas of operation: filing, post, general administrative duties, and reception, each of which are outlined in detail below

Filing:

  • To have an understanding of the various types of files within each department and to know where they are kept
  • To carry out filing duties in accordance with company/departmental policy to a high standard of accuracy
  • To create any new files which are required during the course of the working day and to hang these new files in the correct location
  • To ensure that all files are kept in good condition and are put away at the end of the working day
  • To review the archiving arrangements, to monitor archive files due for destruction and to oversee and manage the transition process of files from current status to archive status

Post: 

  • To sort and open morning post ready for all departments
  • To carry out regular post pickups around the office and where appropriate deliver external mail direct
  • To frank all post as required ready for the evening post collection
  • To help maintain the upkeep of the post room at all times
  • To coordinate any mailshots

General Administration: 

  • To assist the sections with any administrative tasks which are deemed appropriate i.e. photocopying
  • To provide refreshments for meetings, if assistance is called upon from reception
  • To be prepared to undertake any other task which Lycetts deems appropriate for you to carry out

Reception: 

  • To provide support for Reception and the telephone switchboard
  • All incoming telephone calls to be answered in a professional manner within a minimum number of rings, and put through to the correct person without delay
  • To provide a caller with the best possible service where the intended recipient of the call is not available - either by routing the call to another member of staff, offering a voicemail facility or taking a message
  • To ensure that all written messages are delivered promptly to the recipients' desk and that they are accurate and contain all relevant information
  • To maintain a working record, throughout the day, of who is out of the office to prevent calls being unduly delayed
  • To greet visitors promptly and courteously, issue them with visitor passes and request they sign the visitors’ book. Ensure that the Director/member of staff is aware that a visitor is waiting
  • Reception and the adjoining interview room must be kept clean and tidy at all times. Reception staff and other members of staff visiting Reception must be aware that behaviour which may compromise the professional standards of the Company, in the opinion of visitors, is not acceptable

Requirements and prospects

Desired skills

  • Ability to make efficient use of resources
  • Excellent people skills to be able to adapt to all levels and age groups
  • High level of motivation
  • Attention to detail
  • Excellent communication skills and telephone manner
  • Ability to multi-task
  • Basic Numeracy and Literacy skills
  • Sound knowledge of Microsoft, Excel packages and Social Media Platforms

Personal qualities

  • Mature
  • Very professionally dressed
  • Very much the face of the company as you will work on reception
  • Dealing with mostly elderly clients so needs to be patient
  • Good telephone manner
  • Polite
  • Willing to learn
  • Driven to progress
  • Happy to do basic tasks initially
  • Dealing with high-end clients so you need to understand that

Desired qualifications

  • Must have A-C GCSE grades (or equivalent) in maths and English.

Future prospects

  • Opportunity to progress into different departments within the organisation for the right candidate. 

Training to be provided

  • Business Admin Level 2 Framework
  • In house training from the employer
  • Maths and English Functional Skills, if applicable

Apprenticeship framework

  • Business and Administration

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