Administration Assistant Apprentice

Roles and Responsibilities:

Reception and Communication

• Provide a polite, efficient reception service for the organisation


• Direct incoming calls, respond to general telephone enquiries, and take message


• Ensure reception literature is relevant, up to date, and appropriately displayed

Administration and Office Support

• Provide administrative and clerical support to WBSC and its projects


• Maintain effective information systems, including database


• Create and update filing systems


• Use photocopying, IT, fax, and other office equipment; carry out routine user maintenance and report faults when needed.

Meetings and Governance Support

• Attend staff meetings and take minutes when required


• Work with the Chair to prepare and circulate meeting agendas


• Send out Board papers and supporting documents to members in advance


• Confirm meeting dates, times, and arrangements


• Attend Board and relevant committee meetings, as required


• Record clear, accurate, and impartial minutes, including key discussions, decisions, agreed actions, and responsible persons


• Maintain an organised archive of minutes, agendas, and Board papers


• Store documents securely and keep them accessible for audit, regulatory, and governance purposes.

Other

• To assist in ensuring that confidentiality is maintained in dealing with all information and materials and that information is treated in accordance with requirements of the Data Protection Act


• To undertake and participate in any relevant training


• To take part in regular team meetings and supervision sessions


• Work within policies and procedures paying particular attention to the Equal Opportunities, Child Protection and Health and Safety Regulation


• To carry out any other duties and responsibilities within the scope, purpose and grade of the job