Apprentice Document Management Officer

Summary

The role sits within our Document Solutions Service in our Finance and Resources directorate. As an Apprentice Document Management Officer, you will provide a document management service in relation to the handling, sorting and distribution of incoming mail as per customer requests.

Wage: £23,656 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday 9am - 5pm
35 hours a week
Possible start date: Monday 7 April
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

Opening and recording all incoming mail, sorting into relevant categories/ batches for processing/delivery
Scanning and storing incoming mail/documents and assigning to appropriate recipients, queues or folders utilising various document management systems and software (indexing) ensuring all processes and procedures are adhered to
Operation of all equipment including scanners, copiers, printers, letter openers and any other equipment
Receive and process cash and cheques in line with agreed policies and procedures
Lifting, carrying, sorting and delivering documents as necessary

Where you’ll work

Cunard Building

Water Street

Liverpool

L3 1AH

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

MBKB 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

The training will take place during your working week
It is online
You will meet with your Tutor for your classroom delivery monthly
You will meet with your work coach every 8 weeks to discuss your progress and assign tasks

Requirements

Essential qualifications

GCSE in:

English (grade A*-C/9-4)
Maths (grade A*-C/9-4)

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
Customer care skills
Team working

Other requirements

You may be sitting for large parts of your day

About this company

The city of Liverpool is world-famous for its cultural offer, and our greatest asset is our people. Our residents deserve the very best from those who serve them and have a council they can be proud of - and you can help play a part in this. We value our employees and aim to create a positive, progressive, and open work culture that supports everyone to thrive.

https://liverpool.gov.uk/ (opens in new tab)

Company benefits

At least 27 days holiday, plus bank holidays. Part of the Local Government. Pension scheme. Health and Wellbeing. Cycle to Work and Travel Pass Schemes. Discounted Gym Memberships. Employee Volunteering Scheme Medicash.

After this apprenticeship

Possibility of a permanent position - subject to funding.

Ask a question

The contact for this apprenticeship is:

MBKB LTD

apprentices@liverpool.gov.uk

The reference code for this apprenticeship is VAC1000302472.

Apply now

Closes tomorrow (Monday 24 February)

When you apply, you’ll be asked to sign in with a GOV.UK One Login. You can create one at the same time as applying for this apprenticeship.

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

Company’s application instructions

Press the Apply Button at the bottom of the job advert, you will need to tell us how you meet the essential criteria. Remember to tell us all of your qualifications including the grades you achieved.

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