Business Administration Apprenticeship
Department: Administration
Reporting to: Operations and Directors
Office: Southampton
Main purpose of Role:
To learn and develop with the company, working to provide a full and comprehensive administrative support service to the firm. Serve our visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival; maintains security and telecommunications system. Supports promotion of the HJS Solutions brand. This role is based at our head office in Southampton.
Major Responsibilities & Duties:
Main Duties
- To undertake an apprenticeship in business administration
- To provide administrative support to the firm
- Booking meetings
- Arranging catering for meeting when required
- Setting up meeting facilities
- Arranging Couriers
- Sorting and distributing post
- Ordering stationery
- Ordering supplies for the office
- Maintaining front door security and reporting any suspicious activity
- Scanning documentation and filing on our practice management software
- Scanning documentation and sending to Receipt bank
- Write formal letters and other correspondence as required
- Any other duties as requested at a level appropriate to this role
Other duties - as cover requires
- Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries
- Screening phone calls
- Directs visitors by maintaining employee and department directories; giving instructions
- Maintains security by following procedures; monitoring logbook; issuing visitor badges
- Maintains telecommunication system by following manufacturer's instructions for house phone and console operation
- Maintains safe and clean reception area by complying with procedures, rules, and regulations
- Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs
- Contributes to team effort by accomplishing related results as needed
Key Performance Indicators:
- Provide Efficient Trafficking
- Improve Reception Productivity
- Maintain Office Morale
Experience and Qualifications:
- Minimum of 2 GCSE’s in Maths and English
- Excellent telephone skills
- Microsoft Office Skills
- Excellent Customer Focus
Requires Attributes & Skills:
- Prepared to commit to an apprenticeship programme
- Strong organisational skills and attention to detail
- Strong interpersonal and communication skills
- Ability to listen
- A thorough, methodical and logical approach
- Being friendly and tactful
- Be able to recognise when consultation is required
- Ability to thrive in a dynamic team environment
- Ability to get on with colleagues and clients alike
- Highly motivated self-starter with ability to multitask and complete assignments within time constraints and deadlines
- Discretion and honesty when handling confidential information
Working conditions:
Normal office conditions.
Applications:
To apply for this position, please email a covering letter and copy of your CV to Nicky Brookes nicky.brookes@hjssolutions.co.uk.