Level 3 Business Administration Apprentice - Millfield GRP Products

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.