Summary
As an Apprentice Administrator, you will assist in the smooth operation of the Service departments. Maintain an organised audit trail conforming to the Volvo Dealer operating standards. Convert information from job cards. Be aware of and comply with manufacturer’s warranty/contract policies and procedures enabling all claims to be processed.
Wage
£20,000 a year
Training course
Business administrator (level 3)
Hours
Days and shifts are to be confirmed.
37 hours 30 minutes a week
Possible start date
Tuesday 1 April
Duration
1 year 1 month
Positions available
1
Work
Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.
What you’ll do at work
What will you be doing?
* Translate write up into accurate chargeable items
* Invoice using 5-digit V.S.T numbers ensuring all parts and sublet items are included
* Ensure correct number of sundries/environmental charges is charged
* Ensure order number requirements are adhered to
* Maximise charges in all areas
* Ensure invoice is correctly coded i.e. warranty/contracts/retail etc.
* Ensure budgeted margins are maintained
* Maintain work in progress at budget levels
* Adhere to warranty and contract procedures with particular attention to A.M.A
* Ensure online time recordings are correct
* Contract and warranty claims must contain the 3 C’s - Complaint, Cause, Cure
* Proactively assist customers when appropriate
* Professionally answer the telephone within 4 rings, directing calls and/or taking accurate messages when appropriate
* Actively reduce production costs
* Ensure accurate and timely information flow to both internal and external customers
* Assist other departmental teams or individuals as appropriate
* Be civil and responsible in all aspects of working activities
* Work in accordance with Volvo Group UK standards of health, safety, quality and environmental care
* Any other duties that may be reasonably requested by your manager
Where you’ll work
Foxtail Road
Ransomes Europark
IP3 9RT
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
College or training organisation
LEARNING SKILLS PARTNERSHIP 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
Level 3 Business Administration Apprenticeship.
This apprenticeship is delivered through work-based learning, this means that all training is done at the workplace eliminating the need to attend college. The successful candidate will be allocated a tutor who will provide a mixture of interactive online group teaching and 1-1 training monthly.
Requirements
Essential qualifications
GCSE in:
* English (grade 4/C and above)
* Math's (grade 4/C and above)
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