Administrative Support Assistant

4 weeks ago

Nottingham, Nottingham, United Kingdom Carter Brown Full time

Job Summary:

Carter Brown is seeking an Administrative Support Assistant to join their team. As an Administrative Support Assistant, you will be responsible for providing administrative support to the team, including tasks such as data entry, filing, and maintaining accurate records.

Key Responsibilities:

  • Provide administrative support to the team, including data entry, filing, and maintaining accurate records.
  • Manage incoming and outgoing post, including sorting, distributing, and responding to mail.
  • Perform tasks such as photocopying, shredding, and ordering stationery and office supplies.
  • Enter data into databases and maintain accurate records.
  • Accurately type letters and documents.
  • Act as a first point of contact for customers, ensuring all enquiries are dealt with promptly, effectively, and courteously.
  • Take inbound calls and distribute to the relevant individual or department.
  • Send out reference requests for specified local authorities and chase up overdue responses.
  • Support relevant teams with administration tasks.
  • Save and secure email court documentation to relevant case files for the expert/case.
  • Log referral enquiries taken by phone/email/website onto the database for the Referrals Team.
  • Log reports received to the service onto the database and save the documentation to the case file for the QA team.
  • Support teams with general ad hoc administrative support.
  • Prepare and print marketing, training, and other company information packs as required.
  • Assist in the maintenance and updating of the central customer database.
  • Accurately maintain Carter Brown Business Information Systems.
  • Assist and work with the Senior Administrator/Office Manager to assist with the efficient organisation of the premises, including supplies, equipment, and onsite contractor maintenance visits.

Communication:

  • Act as a point of contact for our customers and portray a positive, professional, and helpful image of the organisation and ensure safeguarding and complaints are managed in line with procedures.
  • Ensure all email communications to staff and external agencies are presented within the guidelines of the company's electronic communications policy.
  • Undertake reception/switchboard duties where appropriate.

Working in Partnerships:

  • Attend and participate at team meetings.
  • Presentation a professional image of Carter Brown at all times to all stakeholders and customers.
  • Communicate with a wide range of audiences and delivering excellent customer service at all times.

Finance:

  • Process assessor invoices for completed cases, ensuring that all key information is present so accounts team can authorise payment.
  • Send out client agreements to all relevant parties per case.
  • Effectively communicate with the accounts team when issues arise.

Hospitality:

  • 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.

Health & Safety:

  • 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.

Additional duties:

  • 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 be able to use Company electronic systems effectively.
  • The post holder will be expected to comply with the no smoking policy in place and ensure that Health and Safety is observed in the course of employment.
  • Ensuring 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.

Applicants will be required to attend an Assessment Centre with Vision Apprentices as part of the screening process.

The employer reserves the right to close this vacancy early should a suitable candidate be identified prior to the published closing date.

Requirements and prospects:

Desired skills:

  • Confidence when meeting/speaking to new people and conversing with ease.
  • Time management skills.
  • Organisational 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. 2017 grading system, grade 8 to grade 4.

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.

Training:

Training provider:

VISION WEST NOTTINGHAMSHIRE COLLEGE

Applications for this apprenticeship are being processed by Vision West Nottinghamshire College

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