Apprentice Receptionist/Administrator

Summary

We are looking for a friendly and organised receptionist to handle front desk operations. This role involves being the first point of contact for visitors, answering calls, managing mail and deliveries, and providing support for training records and other administrative duties.

Annual wage: £11,648 to £20,820.80 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday 8am-4pm.
35 hours a week
Possible start date: Sunday 1 December
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

Key Responsibilities:

Greet Visitors: Welcome visitors and direct them to the appropriate person or department
Answer Phone Calls: Greet callers and direct them to the appropriate person
Monitor Info Mailbox: Check and respond to emails in the info mailbox
Handle Mail: Sort and distribute incoming and outgoing mail
Manage Deliveries: Track and document incoming deliveries
Upload Training Records: Input training records into the system accuratel

Monitor expiring training records:

Oversee and notify regarding training records set to expire for all staff

Report Close Calls:

Keep records of close call incidents for reporting
Update KPIs: Maintain and update key performance indicators

Send Briefing Records:

Prepare and send briefing documents to staff
Manage Supply List: Oversee insurance and accreditation documents and ensure Excel files are valid

Administrative Tasks:

Assist with other administrative tasks as requested by management

Where you’ll work

15

Totman Crescent

Rayleigh

Essex

SS6 7UY

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.

There are workshops that you will need to attend via Teams.

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 in:

English (grade 4)
Maths (grade 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
IT skills
Attention to detail
Organisation skills
Customer care skills
Problem solving skills
Administrative skills
Number skills
Analytical skills
Logical
Team working
Initiative

About this company

Railscape cover the majority of the UK with the head office located in Rayleigh, Essex. We provide the Rail Industry with a range of services from Arboricultural to Environmental to Building Works, Fencing & Maintenance. Our vision is to be the preferred supplier to the rail industry for all aspects of Arboricultural and Environmental Services.

https://www.railscape.co.uk/about-us.php (opens in new tab)

After this apprenticeship

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

Ask a question

The contact for this apprenticeship is:

THELIGHTBULB LTD

Andrea Gregory

andrea.gregory@getsetuk.co.uk

07764969337

The reference code for this apprenticeship is VAC1000286416.

Apply now

Closes in 6 days (Saturday 30 November at 11:59pm)

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