Business Administration Apprentice

6 months ago

Birmingham, United Kingdom Queen Alexandra College Full time

**Description**:
To provide general administrative support for business activities and the team within All Formats and College Reception.

Hours : 37 hours per week

Weeks : 52 Weeks per year

Contract Type : Fixed Term Apprenticeship

**To apply**:
Queen Alexandra College (QAC) is a national residential College and registered

charity that supports a diverse range of student/client abilities and needs. Our

College provides education, training, and routes to independent living and

employment through an innovative, holistic approach to learning and support.

We welcome students who come to our College from all over the country - as well

as many who are local to us. All students, clients, and staff are supported within safe

and well-resourced environments. We have educational and learning sites based in

Birmingham, one of Europe’s most welcoming and vibrant cities, with a rich and

diverse culture. Our main site is based in Harborne, a pleasant leafy Birmingham

suburb, on a friendly and green 8-acre campus with excellent facilities and

resources.

QAC makes a positive difference to the lives and learning of people with disabilities

and learning difficulties. We have high expectations of staff, students, and clients

whilst being responsive, innovative, and collaborative. Our College values drive how

we work with students, clients, stakeholders, and as a team.

QAC Enterprises aim is to provide business that raises money for Queen Alexandra

College. All profits are paid back into the charity and help to enhance the QAC

experience for our students. All Formats is a commercial enterprise operating within

and wholly owned by Queen Alexandra College, providing Braille Transcription

Services, Large Print, Audio Transcription and Consultancy Services to a wide range

of organisations, businesses and individuals.

We continue to attract and retain staff of the highest calibre, who are proud of QAC’s

achievements and who wish to be an integral part of our ongoing and future

successes.

**Key Responsibilities**:
Duties and Key Areas of Responsibility

All Formats
- Updating Daily Management Information (MI) Reports and sending them to

clients.
- Receiving daily deliveries from couriers, sorting, reconciling them and inputting

them onto the All Formats network. Report any exceptions to the All Formats

Team Leader.
- Assisting with daily postal duties, including sorting, franking, generating postal

manifests ready for Royal Mail collection.
- Packaging and enveloping completed documents and checking contents of

packaged documents.
- Answering All Formats telephone and directing call to correct individual
- Assisting with the production of Sales Quotations and sending them to clients.
- Assisting in the preparation and production of monthly invoice requests.
- Monitoring stocks of stationery and ordering where required.

Reception
- Providing Reception cover to support the team on designated days and additional

holiday/absence and break cover, as required.
- Providing a professional and effective Reception service for the College,

demonstrating excellent customer service skills as a first point of contact.
- Providing support with the visitor/contractor sign in/out protocols, to help ensure

these are strictly adhered to and that visitors and contractors are parked in

appropriate parking bays.
- Ensuring the Reception visitor check-in process is completed in an accurate and

customer friendly manner, including the checking-in/photographic ID for all

visitors, using the College’s Visitor Photo ID system. Provide assistance for

visitors using the system, as required, including VI/accessibility assistance.
- Providing visitors/contractors with relevant information on arrival, including

safeguarding information and emergency procedures.
- Receiving and handling internal/external telephone calls using the Reception

telephone system, in a professional manner, ensuring queries are effectively

managed and directed to the appropriate person.
- Take initial delivery of post, including parcels and equipment deliveries and

maintain appropriate records of goods received. Ensuring post is ready for

external collection.
- Ensuring all Reception areas are maintained in a safe, clean and tidy condition

and report any maintenance/cleaning issues arising.
- Undertaking Reception duties with due regard to confidential information and

student, staff and College data, in line with Data Protection/GDPR requirements.

**General Administration**
- Liaising with different teams/departments to ensure an excellent level of service

is provided.
- Following QAC Policies and Procedures.
- Maintaining and updating records and filing systems.
- Use of office equipment (photocopier, phone systems, franking machine, scanner

etc.)

**General**
- Adhere to the College’s Health and Safety Policy at all times, recognising

responsibility for own safety and that of others.
- Act at all times in accordance with QAC Value

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