Receptionist/Admin Assistant Apprentice

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An Apprentice Receptionist/Admin Assistant is required for The Purfleet Trust, a highly respected West Norfolk voluntary organisation established to meet the immediate needs of people with complex needs who are homeless, facing homelessness or inadequately housed.

The Apprentice Receptionist/Admin Assistant role will focus on helping to manage the front desk on a daily basis and to perform a variety of admin and clerical tasks.

Key Tasks & Responsibilities:

Ultimately, a Receptionist’s duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards. As an Apprentice Receptionist you will be expected to learn the key skills required to ensure the front desk operates efficiently in accordance with all policies and procedures.

As an Apprentice Receptionist, you will learn the skills needed to undertake a variety of duties including offering administrative support across the organisation. You will be the first point of contact for clients who are vulnerable homeless people and our staff, volunteers and visitors. You will be expected to welcome guests and greet people who visit the Charity. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

To be successful as an Apprentice Receptionist, you should have a pleasant personality, as this is also a customer service role. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. You should be organised and self-motivated with good communication skills. This role may require working evenings and weekends (very occasionally), so flexibility is a plus.

Reporting directly to the Operations Manager, your main responsibilities will be:

  • Maintaining office security by following safety procedures and controlling access via door entry system and ensuring all clients and visitors log in via charity Log.

  • Greeting and welcoming clients and visitors to the organisation as they arrive at the office

  • Directing visitors to the appropriate person

  • Answering, screening and directing incoming phone calls

  • Ensuring the reception area is clean and presentable at all times and all necessary stationary is available

  • Ordering front office stationary and materials as required and maintaining inventory of stock

  • Providing basic and accurate information in person and via phone and email

  • Receive, sort, record and distribute daily mail/ deliveries

  • Updating calendars and scheduling appointments and meeting as required.

  • Co-ordinating room bookings and meetings

  • Performing clerical tasks including filing, photocopying, writing letters and providing admin support to staff.

  • Assisting the Operations Manager and the Chief Executive Officer to maintain Health and Safety records in accordance with our policies and procedures.


Requirements and skills for this position:

No previous experience in this role is required, as this is an apprenticeship and you will be trained in the key skills required to be able to undertake the duties of a Receptionist/Admin Assistant.

However the following is required:

  • A willingness to learn

  • A commitment to training

  • A pleasant personality

  • A focus on delivering a good quality service

  • Good communication skills

  • Ability to use a computer and able to send emails and use Microsoft office

  • Ability and willingness to work as part of an efficient team.


Hours of Work:
37.5 hours per week (Occasionally evenings and weekends may be required)

Remuneration:
£13,000 pa
21 days holiday plus bank holidays
There is also a Level 3 Business Administrator Apprenticeship attached to this position which should be completed in around 15 months.

This position is initially a contract for 2 years.

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