Choices Foundation - Business Administrator Apprentice
To provide efficient, effective all round administration support to the office.
* Answer the phone and handle any queries appropriately.
* Keep a record of staff, volunteers, service users and visitors entering and departing the workshop during the day.
* Ensure security protocols are understood by all visitors to the workshop.
* Read and understand other relevant policies, e.g., the Child Protection and Safeguarding Policy, Data Protection Policy and Health and Safety Policy, and ensure that their procedures are adhered to.
* Ensure files are kept up-to-date and ensure that the most recent copies f policies are available on the shared computer network.
* Complete any photocopying which the managing director, other staff and/or directors require to undertake their roles.
* Act as the front of house and communicate with service users’, staff, parents and visitors in a friendly and welcoming manner, addressing all queries and concerns appropriately.
* Keep up to date with the CIC’s events calendar so that any enquiries can be answered quickly and accurately.
* Be a point of contact for carer’s complaints and, if they cannot be easily resolved, pass these complaints on to the relevant member of staff, e.g., the manging director.
* Maintain confidentiality and data protection when handling potentially sensitive tasks.
* Provide any admin support for extended services offered by the CIC.
* Maintain an up-to-date and accurate inventory of stock, and place orders as required.
* Employ an effective, thorough, and accurate method for checking delivered stock, returning unwanted items and, and arranging any repairs or servicing as soon as possible.
* Maintain an accurate system for collecting, recording and providing receipts for a variety of incomes – e.g., in relation to voluntary contributions – organising reminders for payment wherever required, in accordance with procedures, and updating the financial system where directed.
* Ensure that relevant staff are notified about any new persons arriving at the organisation during the year, e.g. new volunteers and service users.
* Keep a log of any volunteer and service user records that have been sent and received.
* Ensure all application forms are collated and check that they have been completed satisfactorily, including the provision of emergency contacts.
* Write and dispatch professional letters and emails.
* Supervise outgoing post and packages, including weighing and affixing postage labels where necessary.
* Maintain the visitor and contractor sign-in book and ensure all visitors and contractors are correctly registered upon entry and exit.
Supporting staff:
* Assist with arranging prospective client/service user visits to the workshop in liaison with the managing director, other directors or relevant volunteers.
* Complete any financial duties, as directed by the managing director.
* Process purchase orders, obtain quotes, place orders with suppliers and accept deliveries, and ensure that accurate records are kept and purchasing procedures are followed.
* Assist with maintaining the relevant websites, as directed by the managing director.
* Assist with the organisation of the CIC’s trips, e.g. finding venues and contacting transport companies.
* Produce accurate minutes of meetings and distribute these as necessary, schedule appointments for meetings for all staff members, and organised diaries as requested.
* Take responsibility for learning, development, and progression, and for completing all elements of the apprenticeship framework to a high standard.
* Act upon feedback and advice and be open to coaching and mentoring.
* Identify and undertake professional development opportunities and keep up to date with current sector best practice.
* Manage time effectively to complete tasks, prioritising workload, and training as necessary.
Monday to Friday – 37.5 hours, Working hours TBC
Hourly Wage
Duration
18 Months
Possible Start Date
TBC
Register your interest by completing the form below
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