Apprentice Administrator

SKILLS, KNOWLEDGE AND QUALIFICATIONS

Required:

• Basic knowledge / experience of MS Word, MS Excel and Outlook

• Good communication and organisational skills

• Ability to manage own workload / priorities

• Team player

• Willing to learn, develop and undertake new tasks

• Friendly, confident, well-presented and customer-focused

• Professional telephone manner

• Genuine interest in working within a caring environment

• An appreciation of need for confidentiality

• Satisfactory DBS check

MAIN RESPONSIBILITIES

Administration:

1.       Regularly monitor the enquiries email inbox ensuring all emails are actioned and responded to appropriately and in a timely.  Maintain good housekeeping of the enquiries inbox.

2.       Regularly monitor the website email inbox ensuring all emails are actioned and responded to appropriately and in a timely manner.  Maintain good housekeeping of the website inbox.

3.       Answer all incoming telephone calls in a friendly and professional manner.  Ensure all telephone calls are passed onto the appropriate person or messages taken when necessary.

4.       Open and sort incoming mail and distribute to the correct staff member to action. 

5.       Ensure filing is kept up to date and filed accurately.

6.       Shred confidential paperwork as and when required.

7.       Circulate any central alerts / risk alerts to the relevant staff members.  Ensure all responses are received in a timely manner and recorded.  Chase all missing responses until a valid response is received escalating when necessary.

8.       Carry out regular personnel file audits on new staff members to ensure all files are compliant and required information has been received.

9.       To undertake ad-hoc requests as required to support overall smooth running of Head Office and Operations.

10.    Update website spreadsheet and forward onto Marketing team.

Communication:

11.    Ensure all messages taken are accurate and passed on to the relevant staff member / manager in a timely manner.

12.    Update Senior Administrator with daily priorities and when at risk of missing deadlines.

13.    Participate in staff training as and when required.

Training and Development:

14.    Attend mandatory training days/courses, on or off site, as and when required.

15.    Maintain professional knowledge and competence.

Health and Safety:

16.    Understand and ensure the implementation of the Company Health and Safety policies, and Emergency and Fire procedures.

17.    Promote safe working practice in Central Support.

General:

18.    Ensure that all information of confidential nature gained in the course of duty is not divulged to third parties.

19.    Notify the Senior Administrator, or the Person in Charge, as soon as possible of your inability to work, and also on your return to work from all periods of absence.

20.    Adhere to all Company policies and procedures within the defined timescales.

21.    Ensure all equipment is clean and well maintained.

22.    Carry out any other tasks that may be reasonably assigned to you.

This Job Description indicates only the main duties and responsibilities of the post. It is not intended as an exhaustive list.

Hill Care reserves the right to amend this Job Description from time to time, according to business needs. Any changes will be confirmed in writing. Please note that you share with Hill Care the responsibility for making suggestions to alter the scope of your duties and improve the effectiveness of your post.