Apprentice Reception & Operations Assistant

Summary

Providing and facilitating a face to face and telephone support service to colleagues, clients and professional contacts of the business.

Annual wage: £19,000 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday, 09.00 - 17.30.
37 hours a week
Possible start date: Tuesday 15 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

Meet & greet our clients and professional contacts at reception.
Copy and verify client identification documents.
Ensure the reception area looks professional and promotes quality at all times.
Offer and make every client and/or professional contact a drink on arrival into reception.
Ensure all phone calls are answered professionally and within 3 rings.
Take messages and ensure they are immediately passed on or emailed to the appropriate person.
Notify appropriate people when another member of staff is not in the office and ensure an out of office is on their email account and phone calls are diverted to another member of the team.
Liaising with external telephone answering support service
Conscious of GDPR regulations and not leaving client information out on the Reception desk or discussing client information loudly when on the phone / in person.
Manage room bookings and car parking.
Taxi and travel bookings when required.
Coordinate and publish daily sign in communication sheets.
Any other ad hoc duties that may arise within the business support department.
Supporting other teams when required.
Building maintenance point of contact.
1st response to troubleshooting and day-to-day problem solving for SOS (Case Management system) and IT issues in conjunction with Operations Director and / or IT support providers.
1st response to troubleshooting and day-to-day problem solving for facilities (phones, photocopiers etc.) in conjunction with Operations Director.
Reception
Assist in ensuring Health and Safety procedures are maintained throughout the office.
Providing admin support for internal teams if cover is required.
Open Reception and meeting rooms before Reception cover first thing in the morning.

Where you’ll work

Bishopbrook House

Cathedral Avenue

Wells

BA5 1FD

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

INTEC BUSINESS COLLEGES LIMITED

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 have a tutor session every 4-6 weeks throughout this apprenticeship.
Some sessions will be conducted face to face, the tutor will come to you at work to facilitate this, other sessions will take place over Teams calls, one to one with your tutor, whilst you are at work.
The last 3-months of this apprenticeship you will be put forward for your End Point Assessment, where you will have to produce some written work, a project, and a presentation to show your competence in this standard.

Requirements

Essential qualifications

GCSE in:

Mathematics & English (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

IT skills
Attention to detail
Organisation skills
Customer care skills
Administrative skills
Team working
Personable & polite
Discreet & professional
Fantastic phone manner
Positive & friendly
Adaptability

Other requirements

Essential requirements • Presentable at all times with a polite and warm manner. • Calm, discreet and professional . • Ability to adapt to different clients and being sensitive to their situations. • Fantastic telephone manner. • Comfortable with telephone systems and other IT systems. • Fantastic time management and keeping to deadlines. • Attention to detail. • Willingness to work as part of a team. • Highly organised with strong administrative skills. • Strong interpersonal and rapport building skills. • Good IT skills and an aptitude to learn new technologies. • A positive, helpful and client focused attitude. • Comfortable using the telephone and face-to-face interactions. • Able to learn new IT technologies

About this company

We are a leading Southwest legal and financial planning firm that takes pride in building long term client relationships with a strong reputation thanks to our exceptional people. From our offices in Bath, Frome, Sherborne and Wells we offer expert, straight forward, and comprehensive advice across a range of legal and financial services for both individuals and businesses. Our people are passionate about what they do and so whether you are starting a business, need help to resolve a dispute, planning your retirement or looking to put a tax efficient Will in place you can be sure you’re in safe hands.

http://www.mogersdrewett.com (opens in new tab)

After this apprenticeship

We will retain you at the end of apprenticeship. Nothing formally in place beyond that. Personal and professional development discussed on individual level.

Ask a question

The contact for this apprenticeship is:

INTEC BUSINESS COLLEGES LIMITED

Linsay Marie Narborough

Linsay.Narborough@intecbusinesscolleges.co.uk

01788514276

The reference code for this apprenticeship is VAC1000278213.

Apply now

Closes in 23 days (Monday 14 October at 11:59pm)

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