Summary
To work collectively as a team in order to provide professional secretarial and administrative support to Pegasus staff and to ensure the smooth running of the office.
Wage
£14,722.50 a year
£6.40 an hour
Training course
Business administrator (level 3)
Hours
Exact hours to be confirmed.
37 hours 30 minutes a week
Possible start date
Sunday 20 April
Duration
1 year 6 months
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
Tasks, Activities and Responsibilities
Provide professional administrative and secretarial support, this includes:
* Audio and manuscript typing of general correspondence, letters, reports
* Ensure reports and letters are formatted to company’s standards
* Issue LoR and Liaise with Legal Team and Clients
* Minute internal and external meetings to a high standard as required
* Printing, copying and collating of documentation
* Maintain and manage diaries on a daily basis and ensure that the meetings that you have arranged are scheduled within appropriate timescales, and service the meeting appropriately
* Booking and arranging travel, transport and accommodation as required. Ensuring details are communicated and shared ahead of time
* Process expenses on behalf of Directors
* Complete weekly timesheets for yourself and Directors where required
* Screen calls where necessary, ensure messages are relayed accurately, without delay, and proactively use your initiative to answer queries where appropriate
* Create new project files and project codes
* Update and issue contact lists to ensure current and accurate information
* Ensure filing is kept in an efficient manner and in accordance with the company’s filing system including archiving of old projects files
* Send emails on behalf of team members when required
* Provide secretarial support to other members of the team when required
To assist with processing of invoices to include:
* Preparing fee schedules within Business Central or Fee files
* Managing Invoice process both Internal and External
* Liaising with the Accounts Department on invoicing queries
* Raising purchase orders on Business Central/Account system
To assist with the management of the office to include:
* Setting up and clearing down meeting rooms for both internal and external meetings
* Co-ordinating refreshments and host attendees for both internal and external meetings and events
* Processing incoming /outgoing post
* Arranging couriers or special delivery service for urgent packages or letters and being present for courier collection
* General office duties including, answering the main door, signing for deliveries and putting stock orders away
* Ensuring the appearance of the office is tidy and well organised
Job Description & Person Specification
Duties and Responsibilities:
* To ensure confidentiality at all times in all matters relating to any work or communication with the company and clients
* Establish and maintain effective working relationships across the business
* Ensure regular communication with those that you support
* Have a knowledge and understanding of the business to give confidence to clients that they are dealing with a professional representative of the company who is able to assist with their queries
* To observe the company’s policies in all aspects of employment and service provision
* To be aware of, and comply with, the company’s policies and procedures on health and safety at work by adopting safe working practices
* Comply with the ISO 9001, 14001 and 45001 standards
* Play an effective part in developing and maintaining effective working practices at team level
* Liaise with Line Manager regarding workload
* Work with your Line Manager and to take responsibility for own performance and training and development
* To act as Business Central Super User for support within the office
* Assist with other duties as and when required
Where you’ll work
Pegasus House Querns Business Centre Whitworth Road
Cirencester
GL7 1RT
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
College or training organisation
ITEC NORTH EAST 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
Level 3 Business Administrator Apprenticeship Standard which includes:
* Level 2 Functional Skills in maths and English (if required)
* End-Point Assessment (EPA)
* Blended on/off the job training and location to be confirmed.
Via your ITEC tutor and on-the-job training, you'll get the opportunity to learn:
* IT
* Record and document production
* Decision making
* Interpersonal skills
* Communication
* Quality
* Planning and organisation
* Project management
* Relevant regulation
* Policies
* External environment factors
More training information
* 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
Requirements
Desirable 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
* Attention to detail
* Organisation skills
* Problem solving skills
* Team working
* Creative
Other requirements
Employer suggested entry requirement Minimum of 4 GCSE’s grade 3/D or higher Grade 4/C or equivalent in either Maths or English