Apprentice Office Assistant

Summary

You will provide a confident and capable presence, representing the company and greeting clients. You are the face and voice of the office and help people who are looking for our legal services. You will provide excellent customer service, schedule and confirm appointments via phone, email and schedulers and receive, sort and process daily mail.

Annual wage: £15,500 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday to Friday 9am to 5pm.
35 hours a week
Possible start date: Monday 14 October
Duration: 1 Year 9 Months
Positions available: 1

Work

As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

What you’ll do at work

Assistance to director and other team members, as required
Take ownership of administrative work required to fulfil the efficient running of the director’s schedule
Provide kind, courteous communication while receiving visitors to our office and in working with others in the team
Provide excellent customer service
Schedule and confirm appointments via phone, email and schedulers
Receive, sort and process daily mail
Provide assistance to legal team by preparing draft correspondence and other assistance to paralegals and lawyers, as required
Enter case information into web-based case management system
Maintain reception area and set up rooms for meetings
Provide efficiency in other clerical receptionist duties such as filing (mainly electronically), photocopying, scanning and processing documents

Where you’ll work

4 WESTFIELD HOUSE

MILLFIELD LANE

NETHER POPPLETON

YORK

YO26 6GA

Training

An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.

College or training organisation

YORK COLLEGE

Your training course

Business administrator (level 3)

Equal to A level

Course contents

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.

Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.

Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.

Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.

Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.

Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.

Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.

Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

This apprenticeship will give you the knowledge, skills and behaviours required to work as a business administrator and will include the following:

Use of multiple IT packages and systems relevant to the organisation in order to write letters or emails, create proposals, perform financial processes, record and analyse data
Understand how to behave in a professional way including personal presentation, respect, respecting and encouraging diversity to cater for wider audiences, punctuality and attitude to colleagues, customers and key stakeholders
Understand how to draft correspondence, write reports and be able to review others' work
Understand how to make effective decisions based on sound reasoning and be able to deal with challenges in a mature way
Understand how to build and maintain relationships within your own team and across the organisation
Understand how to share administrative best-practice across the organisation e.g., coach others to perform tasks correctly
Understand how to use relevant project management principles and tools to scope, plan, monitor and report

You will also produce a portfolio of evidence demonstrating examples of your work throughout the apprenticeship which will form the basis for the interview during the End-Point Assessment (EPA). Also, a project or process improvement will be completed over 21 to 35 hours during the apprenticeship which will form part of the EPA.

Apprentices will typically attend York College on a day release for the duration of the apprenticeship and work with their employer for the remainder of their contracted hours. During their time in college, apprentices will work towards developing their knowledge, skills and behaviours, and at work, will consolidate their on-programme learning with the support of their employer. An assessor will visit every 8-10 weeks to discuss and monitor progress on the apprenticeship in conjunction with the employer.

How will I be assessed?

Continual assessment will take place throughout the duration of the apprenticeship.

The End-Point Assessment (EPA) will comprise of a 60-minute computer-based knowledge test of 50 questions, a 45-minute interview based on your portfolio of evidence, and a 10-15 minute presentation based on the project completed during the apprenticeship.

The qualification achieved is Business Administrator Apprenticeship level 3.

Requirements

Essential qualifications

GCSE or equivalent in:

3 other subjects (grade 4/C or equivalent)
English (grade 4/C)
maths (grade 4/C)

Desirable qualifications

A Level or equivalent in:

any 2 (grade C)

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
Attention to detail
Organisation skills
Problem solving skills
Team working
Non judgemental
Patience
Self-motivated
Microsoft Office knowledge

Other requirements

After you submit your application, please look out for an email from apprenticeships@yorkcollege.ac.uk. You must reply, otherwise your application will not be considered.

About this company

Roche Legal is an award-winning boutique law firm based in York. We are a niche firm specialising in private client law, including wills, powers of attorney, Court of Protection, probate, elderly client law and missing persons law. We are a paperless office and continually work towards the reduction of our carbon footprint. We help our clients secure a legacy and achieve a better future for generations to come. We invite you to be part of our mission to change the face of private client law. Come learn and grow with us as we take Roche Legal to the next level following a period of strategic investment, planning and exciting growth

http://rochelegal.co.uk (opens in new tab)

After this apprenticeship

We are dedicated to helping all our team members reach their goals and achieve excellence. For the right applicant, this position also has potential for education and growth into higher-level legal and/or administrative positions.

Ask a question

The contact for this apprenticeship is:

YORK COLLEGE

York College

apprenticeships@yorkcollege.ac.uk

01904770368

The reference code for this apprenticeship is VAC1000265618.

Apply now

Closes in 11 days (Tuesday 1 October at 11:59pm)

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