Apprentice Office Assistant

Summary

We have a fantastic opportunity to join the team in an administration position. You will learn all aspects of the business from HR to compliance. Maintain a spreadsheet of screening and vetting ensuring it is a working document and kept up to date, monitoring on a weekly basis and informing the HR Officer of any potential issues in a timely manner.

Annual wage: £12,480 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday- Friday, 9.00am - 5.00pm, 60 minutes (unpaid) break for lunch.
37 hours a week
Possible start date: Friday 1 November
Duration: 1 Year 3 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

The post-holder provides a range of administration service and therefore work is generated throughout the day. This might include the following tasks:

Arrange necessary stationery orders
Prepare and issue letters
Issue and distribute emails as requested
Answering the telephone and covering reception, after initial training
Dealing with small queries where possible else relaying messages
Letters and email communication
Booking meetings and venues
Ensure you are professional when always carrying out duties
Maintain a spreadsheet of screening and vetting ensuring it is a working document and kept up to date, monitoring on a weekly basis and informing the HR Officer of any potential issues in a timely manner
Maintaining inhouse system with care worker and client details and information
To maintain employee data and personnel records in a confidential and professional manner and ensure data protection of sensitive information, ensuring all information is up to date
Undertaking reference requests both internally and externally
Copying of documents as required, ensuring that legal and company requirements are maintained
Assist with induction coordination
Assist with sending out and confirming care worker schedules
Assist with obtaining care worker availability
Any additional duty which may reasonably be expected to be performed, as required by the Directors, or any of the Company’s clients (where such a request is in keeping with the Company’s policies at any time)

Skills and Abilities:

Able to work autonomously, using own initiative and linking with Line Manager as and when required
Able to work as a team, creating positive team culture and morale
Excellent interpersonal and communication skills whilst working collaboratively with peers and team members to achieve desired goal
Having a calm and tactful manner
Ability to be flexible, adaptable and multitask and adapt to ever changing priorities over a range of disciplines
Is resilient, ability to work under pressure and to strict guidelines
Operates with integrity, is honest and reliable and professional at all times
Ability to liaise with employees at all levels across the business
Is energetic, has enthusiasm and driven
Provides the highest level of customer service and delivery
Has excellent attention to detail and accuracy
Working with HR systems and databases
Dealing with personal issues with employees in a confidential, sensitive and appropriate manner

Where you’ll work

UNIT 3B

UNION COURT

20 UNION ROAD

CLAPHAM

SW4 6JP

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

THELIGHTBULB LTD

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

You will achieve the Level 3 Business Administration Apprenticeship Standard qualification
There are workshops that you will need to attend via Teams/Zoom
You will have a mentor for one to one teaching and learning
In-house training will be given to support specifics of the role

Requirements

Essential qualifications

GCSE or equivalent in:

English (grade 4/C)
Maths (grade 4/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
Logical
Team working
Initiative
Non judgemental

About this company

Home Care Agency Clapham South London We are one of South London’s leading home care and live in care providers delivering the care services you need with professionalism and empathy in the comfort of your own home. Live In Care – Our clients that we care for mainly require 24/7 hour round the clock care and companionship. We have vast experience in this area and our friendly and qualified staff members love to help out people in need, gaining personal happiness at the same time as providing it. Kindhearted, sensitive and holistic care in the home. South London Care and Support Services in the Community Over the last 25 years, we have provided more than four million hours of care to people in their own homes. We have three offices in London (Clapham, Twickenham and Crayford). The reason for our success and continued growth as one of the leading independent care companies in the UK is our ethos. It means we go further. Much further in fact; with a kindhearted, sensitive and holistic approach, we are totally committed to delivering the best quality of life possible for the people entrusted to our care.

https://www.carebyholistic.com/ (opens in new tab)

After this apprenticeship

There will be ongoing opportunities for progression and development for the right candidate upon completion of the apprenticeship

Ask a question

The contact for this apprenticeship is:

THELIGHTBULB LTD

Andrea Gregory

andrea@getsetuk.co.uk

+447764969337

The reference code for this apprenticeship is VAC1000278447.

Apply now

Closes on Thursday 31 October

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