Administrative Support Specialist

3 weeks ago

King's Lynn, Norfolk, United Kingdom CITB Full time

Position Title: Administrative Support Specialist

Job Overview:

The Administrative Support Specialist plays a crucial role in delivering exceptional customer service and administrative assistance within the organization. This position is designed to enhance the efficiency of our Apprenticeships and Industry training programs.

Key Responsibilities:

  1. Provide timely and effective customer service to both internal and external stakeholders.
  2. Ensure the accurate and prompt completion of various administrative tasks that support training delivery.
  3. Maintain a positive and proactive approach in all interactions with customers and team members.
  4. Manage the upload of essential requirements to relevant systems to facilitate learner progression.
  5. Utilize internal and external systems for processing and record-keeping in accordance with organizational and regulatory standards.
  6. Oversee and supervise learner assessments and examinations, adhering to all necessary guidelines.
  7. Comply with all relevant regulations regarding learner registrations, qualifications, and data management.
  8. Adapt to new tasks as directed by management to meet organizational needs.
  9. Collaborate with fellow administrators to ensure continuity of operations during absences.
  10. Adhere to organizational policies regarding documentation and data management.
  11. Work alongside management to develop and refine processes to ensure they meet current requirements.
  12. Respond to inquiries and work collaboratively to find solutions.
  13. Perform reception duties, including visitor sign-in and health and safety inductions.
  14. Manage purchasing responsibilities to ensure timely availability of materials and resources.
  15. Exhibit positive behaviors and attitudes towards colleagues, visitors, and learners.
  16. Participate actively in team meetings and contribute to a collaborative environment.
  17. Model appropriate behaviors for learners and address any inappropriate conduct professionally.
  18. Follow safeguarding policies to create a safe and inclusive environment for all learners.
  19. Ensure adherence to health and safety regulations.
  20. Engage in ongoing professional development through workshops and training sessions.
  21. Be prepared to work outside of standard hours, including evenings and weekends, as necessary.

Qualifications:

Essential:

  • NVQ Level 3 in Business Administration or Customer Service, or equivalent experience.
  • A minimum of 3 GCSEs, including Mathematics.
  • Intermediate proficiency in Microsoft Office applications.
  • Excellent communication and interpersonal skills.
  • Strong focus on customer service.
  • Self-motivated with the ability to manage workload effectively.
  • Ability to work independently and as part of a team.
  • Commitment to professionalism and attention to detail.
  • Strong analytical and problem-solving skills.

Desirable:

  • Experience in an educational setting.
  • Understanding of certification processes in construction training.

Benefits:

  • Generous holiday allowance.
  • Flexible benefits package.
  • Pension scheme.
  • Employee discounts and recognition programs.
  • Access to an employee assistance program.

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