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* Provide a full range of administrative activities, e.g., collection and distribution of mail, responding to mail, franking, typing, and drafting correspondence and reports to facilitate efficient and effective service operation.
* Managing incoming and outgoing post.
* Filing, photocopying, and shredding.
* Ordering and managing stationery and office supplies.
* Database entry, keeping records up to date as required.
* Accurate typing of letters and documents.
* Act as a first point of contact for customers; ensure all inquiries are dealt with promptly, effectively, and courteously, directing more complex inquiries to the appropriate person.
* Taking inbound calls and distributing to relevant individuals or departments.
* Sending out reference requests for specified local authorities and chasing overdue responses.
* Supporting relevant teams with administration tasks.
* Saving and securely emailing court documentation to relevant case files for the expert/case.
* Logging referral inquiries taken by phone/email/website onto the database for the Referrals Team.
* Logging reports received to the service onto the database and saving documentation to the case file for the QA team.
* Supporting teams with general ad hoc administrative support.
* Preparing and printing marketing, training, and other company information packs as required.
* Assisting in maintaining and updating the central customer database.
* Accurately maintaining Carter Brown Business Information Systems.
* Assisting the Senior Administrator/Office Manager with the organization of premises, supplies, equipment, and onsite contractor maintenance visits.
Communication:
* Act as a point of contact for customers; portray a positive, professional, and helpful image of the organization; ensure safeguarding and complaints are managed per procedures.
* Ensure all email communications to staff and external agencies adhere to the company's electronic communications policy.
* Undertake reception/switchboard duties where appropriate.
Working in Partnerships:
* Attend and participate in team meetings.
* Present a professional image of Carter Brown to all stakeholders and customers.
* Communicate effectively with a wide range of audiences and deliver excellent customer service at all times.
Finance:
* Process assessor invoices for completed cases, ensuring key information is present for account approval.
* Send out client agreements to relevant parties per case.
* Communicate effectively with the accounts team when issues arise.
Hospitality:
* Book meeting rooms on-site and using external facilities.
* Ensure food and refreshments are provided for meetings and training.
* Arrange travel bookings for staff and managers as required.
Health & Safety:
* Ensure Health & Safety procedures are observed at all times.
* Assist with building maintenance in conjunction with or as directed by the Office Manager.
* Undertake necessary training and development for the role.
* Achieve a basic standard of IT competence to use company electronic systems effectively.
* Comply with no smoking policies and observe Health and Safety in employment.
* Ensure safeguarding procedures are followed, keep the Office Manager informed, and report any child protection or serious complaints immediately.
Applicants will be required to attend an Assessment Centre with Vision Apprentices as part of the screening process. The employer reserves the right to close this vacancy early if a suitable candidate is found.
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