Summary
As a busy marketing agency, we are looking for a business administrator to support the teams (marketing, account management, finance and print and production) with various administrative tasks.
Annual wage
£18,500 a year
£18,500 - £19,000 depending on age and experience of successful candidate.
Training course
Business administrator (level 3)
Hours
Days to be confirmed 8.45pm- 5.15pm With 1 hour unpaid lunch
37 hours 30 minutes a week
Possible start date
Monday 10 February
Duration
1 year 4 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
* Act as the receptionist, welcoming all external guests and managing all incoming calls
* Support the wider team with any administrative support they require. For example, researching new marketing leads, processing invoices, updating the client database, creating questionnaires
* Organise all post and courier requests
* Ensure there is sufficient stock of stationery and amenity supplies for the office
* Ensure desks and hot desks are set up with the correct IT equipment
* File and keep up to date direct mail samples
* General upkeep of the office, liaising with the cleaners/ security and highlight to manager when maintenance and repairs are required
* Book business travel and meeting rooms for the team, ensuring we stay within the budgets outlined in the company handbook.
* Assist with the Account Management team with the organisation of client events
* Update the PSE website with new starters, bios, leavers etc.
* Working with the MD to help advertise new job roles and collate CV’s
* Setting up new starters on our HR systems
* Ensure the induction process and probation period for employee’s alerts are set up by the line manager
* Ensure new employees are on-boarded and adequately trained on business systems
* Manage employee memberships/signups for company benefits
Production department duties
* Chase suppliers for overdue quotes, delivery status updates and POD’s
* Organising and filing of production file copies
* Chase overdue agency service tasks
* Aid with management of stock systems (identify low stock holdings)
* Aid with updating monthly carbon balancing documents
Finance department Duties
* Send weekly statements to clients
* Reconcile Credit Cards
* Invoice delivered jobs
* Assist with Purchase Order queries
Where you’ll work
10 ROMAN WAY BUSINESS CENTRE
BERRY HILL INDUSTRIAL ESTATE
DROITWICH
WR9 9AJ
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
HEREFORDSHIRE AND WORCESTERSHIRE GROUP TRAINING ASSOCIATION 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
Formal training is delivered at HWGTA, located in Worcester (WR4 9GN).
You will receive a training plan that is specific to your qualification, with sessions that are delivered through a combination of face-to-face and remote.
Additional training for functional skills in English and maths will be undertaken if needed.
You will receive monthly visits from your assigned Learning and Development Specialist, who will set you work, monitor your development and wellbeing, and discuss training sessions. They will also prepare you for your End Point Assessment to gain your Business Administration Level 3 qualification.
There is also a five-day teambuilding residential trip that is held in the spring of each year offered to all apprentices on programme.
Requirements
Essential qualifications
GCSE in:
* English (grade 4-9)
* Maths (grade 4-9)
Desirable qualifications
A Level in:
* Any (grade A*-E)
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
* Organisation skills
* Customer care skills
* Experience of Microsoft Office
* Outgoing and self motivated
* Reliable
* Multitasking abilities
* Work in a fast-paced setting
Other requirements
This vacancy could close sooner that stated if a suitable applicant is found.