Apprentice administrator
CLEAGE CLINIC LTD
West Yorkshire, BD10 0ED
Closes in 19 days (Tuesday 24 December at 11:59pm)
Posted on 2 December 2024
Contents
Summary
This role involves managing client communications, scheduling appointments, maintaining client records, and assisting the clinician with day-to-day operations. We seek a professional who is enthusiastic, organised, client-focused, and capable of handling multiple administrative tasks to ensure a seamless and welcoming experience for our clients.
- Annual wage
- £13,312 a year
- Training course
- Business administrator (level 3)
- Hours
-
Monday - Friday (some weekend work may be included) Shifts to be confirmed.
40 hours a week
- Possible start date
-
Monday 27 January
- Duration
-
1 year 6 months
- Positions available
-
2
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
Cleage Clinic is seeking a highly organised and professional Administrative Assistant with experience in the aesthetics industry to join our team. This role is integral to providing exceptional client service and efficient support to our clinicians.
The ideal candidate will possess strong communication skills, a client-focused mindset, and a keen attention to detail.
Key Responsibilities:
- Client Communication and Scheduling
- Answer phone calls and respond to client inquiries professionally and promptly
- Schedule and manage client appointments, ensuring accurate
and timely diary entries in the clinic's database - Handle client correspondence via email, providing information on clinic services, appointment details, and policies
Administrative Support:
- Maintain and update client records in the database, ensuring
accuracy and confidentiality - Prepare necessary documentation and client information for
upcoming appointments - Manage daily administrative tasks to ensure smooth clinic
operations
Clinician Assistance:
- Provide direct support to the clinician by preparing client files,
treatment information, and assisting with treatment room setup as needed - Facilitate a seamless workflow to maximise the clinician's
productivity and enhance the client experience
General Office Duties:
- Monitor office supplies
- maintain an organised and welcoming reception area, and ensure the clinic environment remains professional and inviting
- Assist in additional administrative tasks as required to
support the clinic's operations
Qualifications:
- Previous experience in an administrative role within the
aesthetics or wellness industry - Strong organisational and multitasking abilities with attention
to detail - Excellent verbal and written communication skills
- Proficiency in scheduling software, client management systems, and basic office applications
Where you’ll work
Unit D Rillington Mead
Eccleshill
Bradford
West Yorkshire
BD10 0ED
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
BRADFORD COLLEGE
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 Apprenticeship Standard:
- No weekly release day into college
- All work will be set and uploaded to the CRM system
- Skills coach will visit the workplace every 4-6 weeks
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
- Presentation skills
- Administrative skills
- Team working
- Creative
- Initiative
- Non judgemental
- Patience
- 'Can-do' attitude
- Assist with procedures
- Enthusiastic
Other requirements
Please be aware this position involves the majority of administrative duties but will also involve helping staff members with procedures, You must be punctual, reliable and most importantly enthusiastic and keen to learn!
About this company
The Cleage Clinic was founded in 2021 by Dr Touileb, who has worked in top European & International Medical Aesthetic Clinics for the last 15 years. Based on her knowledge, experience and importantly qualifications in non intrusive beauty treatments, she wanted to bring those levels of professionalism and specialisation to the UK. Whilst the UK does not have the same strict rules as some European countries regarding: what beauty treatments can only be carried out and by whom. At CLEAGE CLINIC, you can rest assured that your beauty treatment will be carried our will be by a qualified Medical Professional. Cleage Clinic is dedicated to optimising the quality of non surgical beauty treatments through an integrated approach to beauty and wellness. We include a number of alternative and complementary wellness and restorative treatments which can be adapted to suite an individual's requirements. Our goal is to model the best aesthetic clinics found in Europe and bring those to the UK. We will achieve this goal through our values of providing the best possible treatment for overall health needs - both physical and mental with compassion, understanding and expertise. Each and every professional that provides services at our clinic - from practitioners to administrative staff, are dedicated to your good health and wellness. We do our utmost at the clinic to ensure you are completely satisfied with the results achieved and can enjoy yourself and your body to the max. We have a fully transparent approach to our procedures so you know exactly what to expect before, during and after any treatment commences.
After this apprenticeship
- Potential for permenent role upon successful completion of the apprenticeship
Ask a question
The contact for this apprenticeship is:
BRADFORD COLLEGE
Philippa Yates
p.yates@bradfordcollege.ac.uk
01274 728316
The reference code for this apprenticeship is VAC1000290112.
Apply now
Closes in 19 days (Tuesday 24 December at 11:59pm)
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