Apprentice Purchasing and Customer Service Administrator Level 3

Summary

A Level 3 Apprentice Purchasing and Customer Service Administrator is required. We are a well-established import and distribution company looking to expand our purchasing team. You will be assisting the purchasing department in the organisation of the supply chain process, for all materials, goods and services required by the company to meet customer requirements.

Annual wage

£12,480 to £22,308 a year

Minimum wage rates (opens in new tab)

Wage rate: £6.40 or above - starting rate is negotiable and subject to experience; there may be an increase on-going subject to satisfactory performance in your employment and college work.

Training course

Business administrator (level 3)

Hours

8.30 - 5.00pm Monday to Thursday and 8.30 - 4.00pm on Friday. Good transport links by bus and train.

37 hours a week

Possible start date

Sunday 29 September

Duration

1 Year 6 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

Key Responsibilities:

To assist in the purchasing of all materials, goods and services to ensure in line with the relevant documentation and to meet customer order requirements
To assist in placing and managing purchase Orders according to the purchase requisition or customer contract
To liaise with the marketing department & the supplier to ensure label artwork is supplied on time
To assist in determining Customer requirements before shipping of the product
To assist in ensuring product deadlines and timescales are met, approvals are sought before shipment is released and co-ordinate with suppliers / partners ensuring that the stock meets the quality required
To assist in arranging for samples to be produced
To assist in the organisation, follow-up and monitoring of the logistics of all Purchase Orders until goods are delivered as per order requirements
To assist in the production of all relevant documentation i.e. invoices, certificates, etc. ensuring full traceability of the products and adhering to set standards
To update systems, ensuring all processes are documented and all necessary documentation provided to accompany the stock
To support relations with current suppliers to the highest levels and liaise with suppliers to resolve any outstanding queries and issues

Shipping

To assist in the coordination of shipping functions related to orders

Sales Support

To assist in providing information / Quotations in a timely manner
To assist in providing support to all sales functions
To ensure that any time delays are communicated at the earliest opportunity

General Administrative support to the Supply Chain Team Leader:

To organise, plan and prioritise work - developing specific goals and plans to prioritise and meet deadlines
To support customer services for product re-calls, product traceability and disaster planning
To assist with administrative tasks
To support the preparation of presentations, reporting and analysis

Skills and qualities:

Take pride in their work and have a can-do attitude
Be organised, assertive and have a good eye for detail
Be able to manage multiple workloads and work to timely demands
Have strong prioritising skills
Be able to think on their feet and have an innovative approach to their work
Must be a team player, and work as an active team member to complete team goals, but also be able to work on own initiative
Be a good problem solver and be able to think outside the box to find the best solutions
Ability to work quickly under pressure to hit deadlines
Have the desire to learn and progress within the industry
Have good verbal and written communication skills to liaise effectively with suppliers and colleagues
Self-motivated and driven with a positive and hardworking attitude
Attention to detail
Excellent communication skills - maintain a professional manner when communicating to both internal and external customers
Excellent time management and organisational skills
Encourages high standards in others and share learnings – working as a team to achieve team/business goals.

Where you’ll work

ORCHARD BUSINESS PARK

MYTHOLMROYD

HALIFAX

WEST YORKSHIRE

HX7 5HZ

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

KIRKLEES 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

Business Administrator Level 3 Apprenticeship Standard:

The responsibilities of the role are to support and engage with different parts of the organisation and interact with internal or external customers. With a focus on adding value, the role of business administrator contributes to the efficiency of an organisation, through support of functional areas, working across teams and resolving issues as requested. The flexibility and responsiveness required allows the apprentice to develop a wide range of skills.

The business administrator is expected to deliver their responsibilities efficiently and with integrity – showing a positive attitude. The role involves demonstrating strong communication skills (both written and verbal) and adopting a proactive approach to developing skills.

The business administrator is also expected to show initiative, managing priorities and your own time, problem-solving skills, decision-making and the potential for people management responsibilities through mentoring or coaching others.

You will cover the necessary Knowledge, Skills and Behaviours, gather evidence and attend workshop / taught classes throughout the duration then complete an End Point Assessment.

The End Point Assessment involves:

Portfolio Development
Presentation
Multi-Choice Test
Professional observation
Professional Discussion and interview.

More training information

The apprenticeship programme to be undertaken will be dependent upon the successful candidates’ qualifications and experience. If you do not meet the requirements to complete the Level 3 Business Administrator apprenticship we may offer you the opportunity to complete the Level 2 Customer Service apprenticeship before progressing on to the Level 3.

Each course will cover a range of Skills, Knowledge and Behaviours as outlined by the apprenticeship standard, these will be transferable and suitable to an administration role in any sector. apprenticeship qualifications.

As part of your contract of employment completion of the Apprenticeship Training Programme forms part of your duties as well as helping your personal and professional development; the requirements to complete the programme are as follows:

Attend and be punctual for all inductions, lessons and work-based training/support sessions.
Complete all required assignments
Build up your portfolio of evidence on-going
Access support from your tutor, assessor and manager, when required.

You will attend college on day release (1 day per week) at our Waterfront site in Huddersfield.

Requirements

Essential qualifications

GCSE or equivalent in:

Maths and English (grade 4+)

Desirable qualifications

BTEC or equivalent in:

Business or other related course (grade Pass, Merit or Distinction)
ICT - Knowledge of Outlook, Excel and Word (grade Pass, Merit or Distinction)

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
Customer care skills
Problem solving skills
Administrative skills
Logical
Team working
Initiative
Excellent time keeping
Work experience at least 6/12

Other requirements

To be successful in this role, you should have a strong attention to detail, excellent organizational skills, and a willingness to learn. You should also be able to communicate effectively with colleagues and customers alike, and be comfortable working in a fast-paced and dynamic environment. Check time it will take to travel as the company is in a rural location.

About this company

JVL is an importer and distributor of homeware products. We specialise in importing and distributing doormats, basketware, laundry and other homeware products. We work with national retailers, online platforms, wholesale and independent retailers.

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

After this apprenticeship

There is a strong possibility that you will gain a position (subject to availability), following successful employment as well as achievement of the full apprenticeship programme.

There may also be further apprenticeship/other training available following successful employment and achievement of the apprenticeship qualifications.

Ask a question

The contact for this apprenticeship is:

KIRKLEES COLLEGE

Nichola Barnes

apprenticships@kirkleescollege.ac.uk

01484 437054

The reference code for this apprenticeship is VAC1000272423.

Apply now

Closes tomorrow (Sunday 22 September at 11:59pm)

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