Job Description
1. Provide a full range of administrative activities e.g. collection and distribution of mail, responding to mail and franking, typing and drafting correspondence and reports to facilitate the efficient and effective operation of the service
2. Managing Incoming and outgoing post
3. Filing, photocopying and shredding
4. Ordering and managing stationery and office supplies
5. Database entry, keeping records up to date as required
6. Accurate typing of letters and documents
7. To be a first point of contact for customers; ensuring all enquires are dealt with promptly, effectively and courteously, directing more complex enquires to the appropriate person
8. Taking inbound calls and distributing to the relevant individual or department
9. Sending out reference requests for specified local authorities and chasing up overdue responses
10. Supporting relevant teams with administration tasks
11. Saving of and secure emailing of court documentation to relevant case files for the expert/case
12. Logging of referral enquiries taken by phone/email/website onto the database for the Referrals Team
13. Logging of reports received to the service onto the database and saving the documentation to the case file for the QA team
14. Supporting teams with general ad hoc administrative support
15. Preparation and printing of marketing, training and other company information packs as required
16. Assisting in the maintenance and updating of the central customer database
17. Accurately maintain Carter Brown Business Information Systems
18. To assist and work with the Senior Administrator/Office Manager to assist with the efficient organisation of the premises including supplies, equipment and onsite contractor maintenance visits
Communication:
19. Act as a point of contact for our customers and portray a positive, professional and helpful image of the organisation and ensure safeguarding and complaints are managed in line with procedures
20. Ensure all email communications to staff and external agencies are presented within the guidelines of the company’s electronic communications policy
21. Undertake reception/switchboard duties where appropriate
W orking in Partnerships:
22. Attend and participate at team meetings
23. Present a professional image of Carter Brown at all times to all stakeholders and customers
24. Communicate with a wide range of audiences and delivering excellent customer service at all times
Fin ance:
25. Process assessor invoices for completed cases, ensuring that all key information is present so accounts team can authorise payment
26. Send out client agreements to all relevant parties per case
27. Effectively communicate with the accounts team when issues arise
Hospitality:
28. Book meeting rooms on the premises and using external meeting facilities
29. Ensure food and other refreshments are provided for meetings and training
30. Undertake travel bookings for staff and managers, as required
Health & Safety:
31. Ensure Health & Safety procedures are observed at all times
32. Assist with undertaking building maintenance in conjunction with or as directed by the Office Manager where necessary
Additional duties:
33. The post holder will be expected to undertake training and development deemed necessary for the pursuance of the post
34. The post holder will be expected to reach a minimum basic standard of IT competence to be able to use Company electronic systems effectively
35. The post holder will be expected to comply with the no smoking policy in place and ensure that Health and Safety is observed in the course of employment
36. Ensuring compliance with safeguarding procedures, throughout all work within the Company, keeping the Office Manager informed of work in progress and informing immediately of any child protection matter or serious complaint.
Applicants will be required to attend an Assessment Centre with Vision Apprentices as part of the screening process.
The employer reserves the right to close this vacancy early should a suitable candidate be identified prior to the published closing date.
Requirements and prospects
Desired skills
37. Confidence when meeting/speaking to new people and conversing with ease
38. Time management skills
39. Organisational skills
40. Attention to detail
Personal qualities
41. Smart professional appearance
42. Self-motivated & reliable
43. Genuine interest in the legal sector
44. Understanding of GDPR and confidentiality
45. Willingness to undertake a DBS check for the purpose of the role
Desired qualifications
46. GCSE Grades A to C or equivalent are essential, specifically maths and English. 2017 grading system, grade 8 to grade 4
Future prospects
Vision Business has strong employer links within the sector and we encourage all our employers to consider further opportunities, this may include progression onto an advanced/higher apprenticeship or full time employment.
Things to consider
Please note:
47. Only applications with a current contact number and/or email address can be accepted
48. All applications are acknowledged by telephone in the first instance
49. Every applicant must attend a Vision Business Assessment Centre prior to being presented to the employer
Apprentices are paid for their normal working hours and training that’s part of their apprenticeship (usually one day per week).
On successful appointment:
50. You will be entitled to receive statutory annual leave
51. This is a weekly/monthly paid post
52. You are responsible for funding your own travel to and from your place of work
53. You must work with your specialist to complete apprenticeship work on time and to the best of your ability
54. You must conduct yourself in a safe and diligent manner and comply with health and safety policies and procedures
55. You must uphold and promote the company policies and procedures, promoting those specifically to your area of work, including Equality and Diversity and Safeguarding
56. Please note this vacancy may close earlier than the planned closing date in the event of the position being filled
Training
Training provider
VISION WEST NOTTINGHAMSHIRE COLLEGE
Applications for this apprenticeship are being processed by Vision West Nottinghamshire College