Description

This is an exciting opportunity for the right candidate to become a part of the team and gain extensive experience providing administrative support to the project teams.

Training to be provided: You will work towards a Level 2 NVQ Diploma in Business Administration with Gateshead College and functional skills maths, English and IT, if required

Expected course duration: 12 months

Number of hours: 40 hours

Working pattern: Monday - Friday 8.30 am - 5.00 pm (30 minutes lunch)
 

Salary: £240.00 per week

Job description:

You will provide support to the projects team and undertake further duties that the employer may reasonably decide are within the context of the Business Administrator apprentice job title. 

With training the role will grow to include the following duties:

Invoicing:

  • Assist the Project Coordinator in preparing invoice requisition sheet and file for Account / Contract / Sales Managers for costing checks, final account and invoice

  • Check for accuracy against M1, log and pass to director for signature

  • Liaising with installation on a weekly basis to establish jobs are complete

  • Input data from client quote sheets / rate cards onto M1 system

  • File any returned paperwork / photos and check any saved on the system

  • File returned from finance. Check file is complete, log and archive

    Tracking and support of projects:

    Assist in updating client trackers

  • Attend meetings and take minutes when required

  • Opening of enquiries - repeat business only

  • Phoning clients re installation dates as requested by the Accounts and Contracts Managers

  • Maintain the accuracy of installation / invoice dates on the system as advised by the Accounts and Contracts Managers

  • Maintain the file management with comprehensive and accurate information on each of the hard and electronic copy files

    Archiving:

  • Assist with all department archiving on a weekly basis

    Access Equipment:

    Offer support to the project team in ordering access, Barriers and any other site equipment

    Paperwork and site photos:

  • Prepare site specific fixing packs

  • Issue all relevant paperwork to fixing teams (ensuring it is on site for project start)

  • Collate all information from fixing crews and archive for future records

    Prepare and Issue Client photos:

    Collate, prepare and issue photos to the client after approval from Project Manager

    Raise relevant paperwork including POs for sub contract fixing / painting:

  • Prepare and raise costing sheets for sub contract fixing / painting

  • Chase and store relevant paperwork from sub-contractors

    General Duties:

  • Cover for reception

  • Assist with NCR’s and variations

  • Maintain Archiving

  • KPI reporting

  • General administration within the department

  • Provide telephone and email cover for the projects team as and when required

  • Prepare and assist with the provision of RAM’s H and S / O and M documentation, site fixing packs and any other site specific documentation

  • Assist with planning / local authority applications and licenses applications and submissions

  • Booking of travel, accommodation, hire cars, buffets etc. as required

Requirements

Desired skills:

  • Good ICT skills - Microsoft suite of products, including Outlook, Word, Excel and PowerPoint

  • Confident communications (written and verbal)

  • Ability to work well as part of a team

  • Methodical

  • Organised

  • Able to achieve targets and meet deadlines

  • Numerical

    Personal qualities:

  • Attention to detail

  • Willingness to learn

  • Positive outlook

  • Team player

  • Desire to grow in the role and take on appropriate training when required

     Qualifications required

    English, maths A – C, Level 4 or above

     

    Possible Start date November 2019

How To Apply

To apply, please email your CV to apprenticeships@gateshead.ac.uk. Please add the vacancy you are applying for into the email subject field.

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