Administrative Support Assistant
2 months ago
Job Summary:
Carter Brown is seeking a highly organized and detail-oriented Administrative Apprentice to join our team. As an Administrative Apprentice, you will provide administrative support to our staff, ensuring the smooth operation of our office.
Key Responsibilities:- Provide administrative support to our staff, including data entry, filing, and photocopying.
- Manage incoming and outgoing post, including franking and responding to mail.
- Assist with ordering and managing stationery and office supplies.
- Accurately type letters and documents, and maintain accurate records.
- Act as a first point of contact for customers, ensuring all inquiries are dealt with promptly and effectively.
- Take inbound calls and distribute to relevant individuals or departments.
- Send out reference requests and chase up overdue responses.
- Support relevant teams with administrative tasks, including database entry and record-keeping.
- Prepare and print marketing, training, and other company information packs as required.
- Assist with the maintenance and updating of our central customer database.
- Maintain Carter Brown Business Information Systems accurately.
- Assist with the efficient organization of the premises, including supplies, equipment, and contractor maintenance visits.
- Act as a point of contact for our customers, portraying a positive, professional, and helpful image of the organization.
- Ensure all email communications to staff and external agencies are presented within the guidelines of our electronic communications policy.
- Undertake reception/switchboard duties where appropriate.
- Attend and participate at team meetings.
- Present a professional image of Carter Brown at all times to all stakeholders and customers.
- Communicate with a wide range of audiences and deliver excellent customer service at all times.
- Process assessor invoices for completed cases, ensuring all key information is present for accounts team authorization.
- Send out client agreements to all relevant parties per case.
- Effectively communicate with the accounts team when issues arise.
- Book meeting rooms on the premises and using external meeting facilities.
- Ensure food and other refreshments are provided for meetings and training.
- Undertake travel bookings for staff and managers, as required.
- Ensure Health & Safety procedures are observed at all times.
- Assist with undertaking building maintenance in conjunction with or as directed by the Office Manager where necessary.
- The post holder will be expected to undertake training and development deemed necessary for the pursuance of the post.
- The post holder will be expected to reach a minimum basic standard of IT competence to use Company electronic systems effectively.
- The post holder will be expected to comply with the no smoking policy in place and ensure Health and Safety is observed in the course of employment.
- Ensure compliance with safeguarding procedures throughout all work within the Company, keeping the Office Manager informed of work in progress and informing immediately of any child protection matter or serious complaint.
Requirements and Prospects:
Desired Skills:
- Confidence when meeting/speaking to new people and conversing with ease.
- Time management skills.
- Organizational skills.
- Attention to detail.
Personal Qualities:
- Smart professional appearance.
- Self-motivated & reliable.
- Genuine interest in the legal sector.
- Understanding of GDPR and confidentiality.
- Willingness to undertake a DBS check for the purpose of the role.
Desired Qualifications:
- GCSE Grades A to C or equivalent are essential, specifically maths and English.
Future Prospects:
Vision Business has strong employer links within the sector and we encourage all our employers to consider further opportunities, this may include progression onto an advanced/higher apprenticeship or full-time employment.
Things to Consider:
- Please note:
- Only applications with a current contact number and/or email address can be accepted.
- All applications are acknowledged by telephone in the first instance.
- Every applicant must attend a Vision Business Assessment Centre prior to being presented to the employer.
Apprentices are paid for their normal working hours and training that's part of their apprenticeship (usually one day per week).
On successful appointment:
- You will be entitled to receive statutory annual leave.
- This is a weekly/monthly paid post.
- You are responsible for funding your own travel to and from your place of work.
- You must work with your specialist to complete apprenticeship work on time and to the best of your ability.
- You must conduct yourself in a safe and diligent manner and comply with health and safety policies and procedures.
- You must uphold and promote the company policies and procedures, promoting those specifically to your area of work, including Equality and Diversity and Safeguarding.
- Please note this vacancy may close earlier than the planned closing date in the event of the position being filled.
Training:
Training Provider:
Vision West Nottinghamshire College
Applications for this apprenticeship are being processed by Vision West Nottinghamshire College
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