Summary
The main purpose of the job role for an office receptionist at Employ My Ability College is to provide exceptional customer service and administrative support to ensure the smooth operation of the office.
Wage
£12,480 a year
In April the Apprenticeship salary will increase to £7.55 an hour. Automatic pay increase after one year on programme for 19+ year olds.
Training course
Business administrator (level 3)
Hours
Monday to Friday 8:30 am - 4:30 pm with a 30-minute lunchbreak
37 hours 30 minutes a week
Possible start date
Monday 31 March
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
* Greeting visitors
* Answering and directing phone calls
* Handling inquiries
* Scheduling appointments
* Management of the reception
* Oversee the cleanliness, resources, and organisation of the office reception
* To adhere to policies/procedures when working with contractors, visitors, or auditors
* To manage the student absence line and communicate where appropriate
* To manage the phone system around term dates
* To oversee calls/ visitors/ emails/ post/ petty cash
* Coordination of meetings/ paperwork
* Coordination of external meetings, events, and transitions which will include sending documents to eternal agencies/parents. This can also include setting times for events such as enrolment day and parents' evenings
* To attend and support with EHCP meetings
* Oversee student information Oversee information for students to make sure details are up to date and correct
* Manage stock
* To manage the correct levels of stationary, uniform, and promotional items
* Management of vehicles
* To oversee and manage the vehicles including booking systems, calendar, MOT service, fuel and cleanliness
* Oversee cleaners and oversee the day-to-day management of the external cleaning company
* To update and keep student information for the Basic Key Skills Builder (BKSB) system
* To complete general administration tasks upon request
The office receptionist plays a crucial role in creating a positive first impression for clients and visitors while efficiently managing the front desk responsibilities.
Personal Circumstances:
* To undertake regular training as and when required
* To attend a monthly after-work team meeting
* To occasionally be able to work flexible hours to meet the requirements of students and partners
Where you’ll work
The Walled Garden
Moreton
Dorchester
DT2 8RH
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
LET ME PLAY 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
The successful candidate will obtain a Level 3 Business Administration Apprenticeship standard qualification.
More training information
Each apprentice will have their own dedicated tutor who will conduct monthly remote tutorials and reviews, providing continuous support throughout the apprenticeship program. Depending on the apprentice’s needs, the frequency of these sessions may vary.
Requirements
Essential qualifications
GCSE in:
* English (grade Grade 4)
Desirable qualifications
GCSE in:
* Maths (grade 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
* Problem solving skills
* Presentation skills
* Administrative skills
* Team working
* Reliable
* Confident
Other requirements
Pre-employment checks. Please be aware that upon a successful offer of employment, the company completes digitalised right-to-work checks and DBS applications via an external provider - 'Matrix Screening'. The company also completes an internal online social media search, in line with Keeping Children Safe in Education guidance.