Apprenticeship Description

Office Junior / Administrative Assistant

Job Purpose

To provide general administrative and office support, ensuring the smooth day-to-day running of the office. The role includes reception duties, maintaining accurate records, supporting site and subcontractor procedures, and ensuring office supplies are adequately stocked.

Main Duties and Responsibilities

1. Reception and Visitor Management

• Answer incoming telephone calls in a professional and courteous manner, directing calls to the appropriate person or department.

• Welcome visitors to the office and ensure they sign in using the visitor book.

• Offer refreshments to visitors as appropriate.

• Maintain a professional and welcoming reception area.

• Notify the relevant manager when visitors or subcontractors arrive.

2. Subcontractor Management and Site Compliance

• Ensure all subcontractors have completed the required site induction before commencing work.

• Check that subcontractors’ insurance documentation is valid and up to date.

• Issue high-visibility (Hi-Vis) vests to subcontractors as required.

• Ensure all subcontractors sign in on arrival and sign out when leaving.

• Inform the relevant manager of subcontractors’ arrival.

3. General Office Administration

• Keep the office clean, tidy and organised at all times.

• Sort and distribute incoming post and prepare outgoing post as required.

• Carry out data entry and maintain accurate records and documentation.

• Undertake filing and ensure documents are stored correctly and are easily accessible.

• Provide general administrative assistance and office support to the team as required.

• Assist with day-to-day office tasks to support the efficient operation of the business.

4. Petty Cash and Vehicle Key Management

• Manage petty cash, ensuring all transactions are recorded accurately and receipts are retained.

• Maintain an accurate log of vehicle key movements, including the collection and return of keys.

• Ensure petty cash records and vehicle key logs are kept up to date.

5. Office Supplies and Cleaning Products

• Regularly check stock levels of stationery and cleaning products.

• Identify when supplies are running low and place orders as necessary.

• Ensure office supplies are stored neatly and appropriately.

Key Skills and Requirements

• Good organisational and time-management skills.

• A professional, polite and friendly telephone manner.

• Good written and verbal communication skills.

• Basic IT skills, including the use of email, spreadsheets and data-entry systems.

• Good attention to detail and accuracy when maintaining records.

• The ability to manage tasks effectively and work independently when required.

• A helpful, reliable and flexible approach to work.

• The ability to maintain confidentiality and handle information appropriately.

General Responsibilities

• Carry out any other reasonable administrative duties as requested by management.

• Follow company procedures and health and safety requirements.

• Maintain a professional approach when dealing with visitors, subcontractors, colleagues and external contacts.

***YOU MUST HAVE A GRADE 4 IN MATHS AND ENGLISH OR A FUNCTIONAL SKILLS LEVEL 2***