Apprentice Private Pay Sales Administrator

Summary

To help administer the service we provide, including liaising with stores, engineers, finance and most importantly our customers. This will include e-filing; task reminders; campaign work; telephoning customers and/or relatives, working closely with colleagues in our Private Pay Sales team. This can be a highly visible role within the organisation.

Annual wage: £12,012 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Working days will be 9.00am to 5.00pm. 4 days office-based work. 1 day training (exact days TBC). Lunch break is 1 hour (unpaid).
35 hours a week
Possible start date: Friday 4 October
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 fulfill the administrative functions designated internally and by PP’s clients.
To field and process web based and telephone PP faults/collections.
Sensitively handling PID (Personal Identifiable Data) to company/GDPR standards.
To schedule the TA/Engineer’s diaries efficiently.
To assist the PP Coordinator with any responsibility in times of high volume.
Ensure all databases are maintained to the highest possible standard.
Assist the Engineers’ or Advisors with any queries they have.
To engage in training as required to fulfill all aspects of the role.
To always maintain professionalism in all communications with our customers.
To liaise with the stores team to ensure orders are being processed in a timely manner.

Daily Responsibilities:

Taking calls and web enquires from the public & clients and administering queries directly.
Monitoring email boxes to deal with email requests.
Updating client bespoke databases i.e., SBR, TOM, Zoho & MS Dynamics.
Keeping contract customers (the purchaser), i.e., service users, friends and family, carers etc. up to date with the progress of their purchase.
Keeping contract clients’, i.e., local authorities, referrers, social workers up to date with the progress of specific PP referrals.
Complete a daily timesheet.
Any other reasonable activities delegated by your line manager.
Calling to follow up self-install sales, fault replacements & returns.
Calling to book appointments (installs, faults, and collections).
Co-ordinating with and dealing with queries from the engineering team.
Liasing with stock control team & finance team as necessary.
Attending PP meetings as and when required (either face to face or via conference call, at the company’s discretion).

Weekly Responsibilities:

Administer the liaising with stock control to ensure the correct stock levels, refurbishment levels, returns received & RTM situation as necessary.
Liaise with admin team and stores team to ensure the ‘jiffy’ returns/faults dashboard is kept up to date and actioned.

Monthly responsibilities:

Assisting the PP lead with monthly statistics collation for internal and external use.
Attending the Red Button LTM, when required.
One to one progress meeting with PP Lead or Coordinator.

Other responsibilities:

Engage in regular training to ensure the expected standards of our customers & clients are consistently met.
Any other responsibilities delegable by the Red Alert/Red Button management.
Assist the Funded Telecare Team in all areas at busy times.
Attend onsite meetings, in contract areas, with prior notice, when required.

Where you’ll work

UNIT 1

THE COURTYARD

ORBITAL PARK

SEVINGTON

TN24 0SY

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

KENT COUNTY COUNCIL

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 Standard.
On the job training with the employer whilst working towards the Apprenticeship Standard.
Regular work-based assessments/observations carried out by Kent Training & Apprenticeships Tutor Assessor, to determine competency and meet with Awarding Body standards.

Requirements

Essential qualifications

GCSE or equivalent in:

English (grade 9-4 (A*-C))
Maths (grade 9-4 (A*-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
IT skills
Attention to detail
Organisation skills
Customer care skills
Problem solving skills
Administrative skills
Number skills
Analytical skills
Logical
Team working
Creative
Initiative

Other requirements

Interview - We will be interviewing candidates who meet the criteria as they apply and will recruit after a successful interview which may be before the closing date. Reality Check - You will be responsible for your travel expenses to and from your place of work. Therefore, you must have the means to get to your place of work daily whilst waiting for your first wages to be paid. Travel Information - 17 minutes’ by bus from Ashford Station or 39 minutes’ walk.

About this company

We provide TECS (Technology enabled Care Services) to the vulnerable and elderly to help them to live independent, secure lives within their own homes.

https://www.redalerttelecare.co.uk/ (opens in new tab)

After this apprenticeship

Potential for full time employment for the right candidate.
Many employers retain apprentices in full/part time positions.
The qualifications you gain can also help you to get into higher education or other employment.
Being an apprentice gives you the opportunity to gain a recognised qualification and developing professional skills whilst earning a salary, inside some of Kent’s best companies.
Once the Apprenticeship has been achieved you will have the skills, abilities, and experience to update and enhance your CV, to make it attractive to potential employers.

Ask a question

The contact for this apprenticeship is:

KENT COUNTY COUNCIL

Kent Training and Apprenticeships Business Support Team

KT&A@kent.gov.uk

0800 731 4297

The reference code for this apprenticeship is VAC1000273451.

Apply now

Closes in 10 days (Monday 30 September)

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After signing in, you’ll apply for this apprenticeship on the company's website.

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