Admin Assistant Apprentice

Main duties and responsibilities

• Answer telephone calls professionally, take accurate messages and direct enquiries to the appropriate person
• Monitor and respond to routine emails, bringing urgent matters to management’s attention
• Welcome visitors to the office and notify the relevant member of staff
• File, scan and organise electronic and paper documents
• Enter and update information accurately on company systems
• Create and maintain Excel spreadsheets, including staff lists, training records, recruitment trackers and other office records
• Use basic Excel formulas, including SUM, and sort, filter and format information
• Prepare letters, forms, checklists and other paperwork using approved templates
• Support recruitment by arranging interviews, requesting references, following up missing documents and preparing new starter packs
• Maintain staff files and help track outstanding training and paperwork
• Book appointments, meetings, interviews and training sessions, and maintain office calendars
• Assist with recording staff availability and communicating approved rota information
• Help collate timesheets, mileage records and information required for invoicing, highlighting discrepancies to management
• Handle confidential staff, client and business information securely
• Follow up outstanding administrative tasks and keep management informed of progress
• Assist with general day-to-day office duties and maintain an organised, welcoming office.
• Support the management team with other reasonable administrative tasks appropriate to your training and experience.
• Essential skills and qualities
• Working knowledge of Microsoft Excel, including data entry, formatting, sorting, filtering and basic formulas
• Basic knowledge of Microsoft Word and email
• Good written and spoken communication skills
• A polite and professional telephone manner
• Accuracy and attention to detail
• Good organisational skills and the ability to follow instructions
• Reliability, punctuality and a willingness to learn
• An understanding of the importance of confidentiality
• The ability to work as part of a team and ask for guidance when needed
• Willingness to complete the apprenticeship and associated learning