Administrator with Customer Service

3 days ago

City, United Kingdom Hays Business Support Full time


Hays Business support is currently working with a leading awarding and end point assessment organisation based on the University Campus in York.This is a full-time permanent role, fully office based doing general administration and some basic finance.Job Duties:The main focus of the role is to support the Customer Service and Data Manager, the End Point Assessment team, and the Financial Controller with all the general administration and day to day operations.

  • Supporting with customer queries on booking and using the on-line system
  • Assisting with the Gateway process and advising customers on the correct evidence and processes
  • Registering apprentices on the bespoke system when a Knowledge Test is required.
  • Supporting the Customer Service and Data Manager with booking assessment centres where required.
  • Applying for Apprenticeship Certificates through the Institute for Apprenticeships website

Finance Administration

  • Processing and filing sales invoices for qualifications.
  • Processing purchase invoices including obtaining authorisation of Contractor invoice claims
  • Processing staff expenses onto Sage and obtaining necessary approval.
  • Checking the accounts inbox for any invoices or expenses to process
  • Supporting the Financial Controller with chasing overdue invoices
  • Supporting the Financial Controller with general finance administration as required


General Administration

  • Dealing with the customerservice inbox and resolving routine customer queries
  • Forwarding emails from customerservice to the relevant team member to resolve if outside the scope of their own knowledge, and sending a holding email to the sender
  • Responding to calls to the office phone professionally, resolving queries or passing onto the relevant team member to resolve
  • Supporting the OAL team by providing high quality customer service by providing timely, up-to-date support and information to improve their experience.
  • Supporting the OAL team with general administrative tasks such as filing information, photocopying, producing resources and sending information/briefing updates to customers
  • Administration of printing, production and posting of certificates
  • Supporting arrangements for DBS checks for staff and contractors and maintaining the DBS register
  • Support with obtaining annual Conflict of Interest declarations from all staff, contractors and Board members.
  • Supporting the Customer Service and Data manager with all data returns, certification requests and reports
  • Administration of and supporting with general customer queries on qualifications
  • Dealing with emails, room and venue bookings for meetings
  • Supporting the CEO with some general administration


Experience RequiredGood experience of office work and administration, minimum 2 yearsUsing Microsoft packages (Excel, Word)Experience of managing information systemsExperience of operating in a compliant or regulated environment
Flexibility and adaptabilityProfessional and proactive approach to workAble to plan and manage time according to business priorities.Strong commercial skillsStrong interpersonal skills with the ability to communicate with people at all levelsWillingness to develop self and others.Good organisational and administrative skillsThe ability to build relationships and work collaboratively with trust and respect.Work with honesty and integrity.Strong IT skills

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at (url removed)

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