Vertas Group Limited

Apprentice Personal Assistant (Administration) - Advanced (Level 3)

Vertas Group Limited (Employer)

West Suffolk College (Training Provider)

Weekly wage £225.00
37.5 hours per week Monday to Friday - 9am - 5pm flexible working.
21 months (duration)
4 October 2021(start date)
Business administrator (apprenticeship standard)
30 September 2021 (application closing date)
Register interest

Job Description

Vertas deliver a wide range of facilities services including catering, cleaning, caretaking, grounds design and maintenance, waste and environmental, passenger transport, security, energy consultancy, property and education management. There is an opportunity for an apprentice business administrator to join the team.

Responsibilities

An exciting new role, the Apprentice Personal Assistant will provide effective administrative support to the Directors, Executive Personal Assistant and Legal & Commercial Contracts Advisor. 

This role will be directed and overseen by the Executive Personal Assistant to the Chief Executive Officer (CEO). 

Duties include:

  • Copy, scan and return to originator all contract documents or papers as requested
  • Establish accurate and robust paper and electronic filing systems
  • Opening and dealing with the Directors post
  • Booking meeting rooms, equipment, and catering. Ensure meeting rooms are prepared for meetings and always clean and tidy
  • Receiving telephone calls in a timely and professional manner
  • Invite attendees, collate and circulate meeting papers, handouts and distribute Board and meeting minutes
  • Assisting with organising meetings and events
  • Develop accurate minute taking skills
  • Handling petty cash or cheques, raising and processing invoices, raising purchase orders, maintaining accounts
  • Travel management - organising travel as directed, including accommodation arrangements
  • Develop expertise and knowledge of administrative systems, such as processing expenses
  • Provide an efficient and professional customer focused first point of contact
  • Contribute to internal or external communications

Work is predominantly covered by guidelines and procedures, but you will be expected to use your own initiative e.g. when resolving enquiries or prioritising your work. 

The Executive Personal Assistant and Legal & Commercial Contracts Advisor will be available for direction and guidance on more difficult problems. 

Future Prospects

There is excellent opportunity for the right person upon successful completion of the Apprenticeship programme.

Reality Check

The role is office based, mainly working on a computer.

Skills Required

Essential:

  • Demonstrate a strong understanding of confidentiality and data protection requirements within the workplace 
  • Good working knowledge of Microsoft packages, e.g. Word, Excel and Outlook etc. 
  • Accurate keyboard skills for use in producing a wide range of documents 
  • Attention to detail, producing accurate, good quality documents Knowledge and use of general office equipment 
  • Ability to maintain accurate records 
  • Understand customer needs and how to deliver a good service experience 
  • Ability to work on own initiative 
  • Good verbal and written communication skills 

Desirable: 

  • Knowledge of own and team responsibilities for health and safety Accurate note taking skills 

Qualities Required

Essential:

  • Demonstrate a positive attitude, commitment and enthusiasm Professional and polite when dealing with colleagues and customers
  • Build and maintain excellent relationships with a range of people including colleagues and customers
  • Excellent organisational skills
  • Works effectively on their own initiative and has a flexible approach to be part of a team
  • Ability to deal with sensitive and confidential business information Ability to plan and organise own workload, taking responsibility for delivery of tasks
  • Reliable 

Desirable:

  • Ability to remain calm under pressure 
  • Attention to detail 

Qualifications Required

Essential:

  • GCSE, or equivalent, in maths and English Grade C+/5 equivalent, or above

Desirable: 

  • Full UK Driving Licence 

Training Provided

  • Level 3 Business Administrator Apprenticeship
  • Functional skills if needed
Register interest

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