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Apprentice Team Administrator

4 months ago

Epping, United Kingdom Newham College Full time

Opportunity information

Salary £15000 per year
Duration 18 months
Advert closing date 07/03/2024

Description

This role is based in our London office and will provide support to the Building Surveying team, this key role will provide an effective and comprehensive all-round administrative service.

The role will provide a broad range of administrative and technical support which may include arranging meetings, diary management, assistance in organising travel, typing, document production, collating and distributing information, basic Building Surveying duties such as maintaining databases and other spreadsheet work, supporting with surveys on-site and communicating with Clients, Consultants and Contractors.

The role will also include providing support to the overall London office, including reception; therefore the role requires excellent inter-personal skills as well as the ability to handle a switchboard.

DUTIES

You will be capable of working in all areas of administration, including but not limited to:

- Providing a level of secretarial support including maintaining diaries, arranging/co-ordinating meetings, booking meeting venues, travel arrangements, refreshments occasional preparing/checking/issuing letters, minutes, presentations, submissions, bids, reports etc
- Support in the management and collation of information from a variety of internal and external sources.
- Managing Team personal development (appraisal tracker), liaising with HR to ensure the database it kept up to date and appraisals are scheduled in a timely manner

**Duties for Building Surveying Team**:

- Providing general administrative support, including typing of various reports and surveys including audio typing
- Undertaking Land registry searches for surveyors.

**Duties for Building Surveying Partners**:
Building Surveying Team Administrator
- Compiling PW Awards documents, including preparing photo schedules for various reports and surveys
- Setting up and maintaining Project Control Forms and consultant appointment documents for all projects
- Assisting with completing FRS sheets and requesting new job numbers
- Setting up project files
- Support to party wall surveyors in preparing/checking letters/notices etc
- Undertaking maths checks
- Uploading and downloading information from client portals
- Document control on projects, download/print drawings for review, issue and upload drawings, manage sub consultant drawing review and document control trackers
- Chasing contractors, third parties and obtaining required information from various sources
- Assisting with APC training packs and the setting up of the Building Surveying APC directory
- Attending APC training to develop technical knowledge
- Updating and issuing workload sheets for the Building Surveying Team to complete and coordinate with the Building Surveying Partners workload review meetings
- Monitoring the Building Surveying team’s diaries and their records of whereabouts
- Shadowing Building Surveyors on site, taking comprehensive notes during inspections, typing them up and issuing them.
- Developing and updating/managing QA templates, including undertaking QA checks
- General filing, organisation duties and archiving for the team as a whole
- Undertaking QA checks on documents and report, and issuing via Adobe sign for signature
- Managing EBC Buyback instructions, including arranging appointments, compiling the report and issuing to the client
- Assisting in the preparation of presentations, reports and schedules generally, using the respective QA templates
- Providing Admin Assistance to the QA Management Board
- Attend a Graduate Development Scheme (consisting of training of technical knowledge and development of professional soft skills).

**Duties for London office**:

- Preparing and modifying documents, arranging meetings, assistance in organising travel, issuing of invoices, creating presentations/presentation documents, assisting with submissions, bids, staff CV’s, archiving, etc
- Photocopying, binding, filing, copying/downloading/burning CDs/DVDs/downloading photos/e-filing and archiving where necessary
- Keeping records of whereabouts of staff
- Assisting with arranging CPD events, APC sessions, etc
- Assisting with the incoming and external post
- Assisting with monitoring office stationery supplies and placing orders when needed
- Assisting with the office maintenance and the housekeeping of the London office
- Assisting / booking the internal and shared meeting rooms and all meeting requirements, ensuring the meeting rooms are maintained and presentable
- Assisting with switchboard duties where required, liaising with contacts and taking messages
- Supporting front of house requirements, to include reception and all meeting room requirements
- Supporting the office manager with event planning for marketing purposes
- Promoting marketing within the team, creating project data sheets and assistance and encouragement of technical staff to