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.
- 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.