[ref. g10601021] Level 3 Administrator Apprentice

apartmentSummerhill Services Limited placeBirmingham calendar_month 

Job overview

Post: Level 3 Administrator Apprentice
Post: 37.5 fixed term, (approx 21 months)
Salary: Under 18 £14,779.13, 18-20 £19,575.00, 21+ £24321.87 per annum (maximum)

Base: Venture House

SSL are looking for an individual who would thrive being a critical support to a friendly and professional team across diverse business functions based at Venture House

We recognise you will be learning on the job but if you can see yourself developing your administration skills and taking pride on being professional, confidential, organised, able to juggle tasks/priorities etc, we need you!

Applicants must have the right to work in the UK and have been resident in the UK for a minimum of 3 years.

Main duties of the job

Role Purpose:

Job Summary

To provide an effective and efficient administrative support service to the Estates and Facilities Department.

The post-holder will be required to manage their workload with minimal supervision using discretion in prioritising the work allocated to them by the team.

Working for our organisation

At SSL, we work in partnership with Birmingham and Solihull Mental Health Foundation Trust (BSMHFT), to deliver facilities management, transport and other support services to over 50 sites across the West Midlands. Our team keeps expanding and since our establishment, in 2012, we have grown rapidly though the acquisition of new sites and services.

At SSL we take pride in our focus to support and contribute to the Trust’s aim which is to help people get better and challenge the stigma associated with mental illness. We are committed to continuous development of our practices and people and the provision of a fair and friendly work environment for everyone.

Sustainability – All staff are expected to support SSL in meeting our ‘Green’ objectives, being responsible and considerate with regards to all ‘resources’ used and acting to minimise waste (e.g., products purchased, miles travelled, or power used).

SSL is mandated to meet national carbon net zero targets and is being performance managed towards that achievement. Every member of staff wishing to work for SSL is expected to contribute to a greener and more sustainable organisation.

For more information visit: www.ssl-delivermore.com

To check all our vacancies visit:

https://bit.ly//SummerhillservicesJob

Detailed job description and main responsibilities

Principle Duties and Responsibilities
  1. 1 Learn about the various functions within the Estates and Facilities department
  2. 2 To learn and undertake administrative duties to include the production of letters, memos, databases and spreadsheets within excel and reports and filing and photocopying to a high standard.
  3. 3 Receiving incoming telephone calls/enquiries, directing to appropriate manager in a timely and effective manner and taking messages where appropriate via email to enable relevant manager to action.
  4. 4 To learn how to and then maintain electronic diaries for the Estates and Facilities Team as required along with maintaining the team shared mailboxes and sending e-mails on behalf of the Trust.
  5. 5 To undertake general office duties e.g. photocopying, receiving and sending e-mails within the Trust and externally as requested by the Contracts Officer, PFI Senior Administrator and the Estates & Facilities Team Managers.
  6. 6 To arrange meetings on behalf of the Contracts Officer, PFI Senior Administrator and Estates & Facilities Managers, distribute any associated paperwork relevant to meetings and to make room bookings and hospitality available where required.
  7. 7 To attend meetings as required, taking notes/minutes/action points and typing these if applicable.
  8. 8 To collect and collate routine data and input daily, weekly or monthly to designated reports including legionella reports. Chasing up data when requested, via email, telephone or in person.
  9. 9 To help produce monthly and quarterly dashboard reports as requested in the formats designated by the team managers.
  10. 10 To help to maintain and contribute to producing data for statutory returns for the Estates & Facilities Department (e.g.: ERIC, PLACE, PAM).
  11. 11 To help develop and maintain effective filing, retrieval and bring forward systems for the department.
  12. 12 Raise order’s, checking invoices and using systems to enable payment along with compile waiver forms regarding quotes.
  13. 13 Raise small works request, gaining quotes and chasing suppliers.
  14. 14 Updating of the Works and Service Variation register’s.
  15. 15 Log tasks with the Helpdesk and use the Concept system.
  16. 16 Undertake Salto training and help to update/order ID cards
  17. 17 Follow policies and procedures for archiving. Updating inventory, requesting archiving boxes back etc.
  18. 18 To communicate effectively with a wide range of health service personnel (clinical and non-clinical), including those at senior level both internally and externally and external suppliers to the Trust.
  19. 19 To maintain good working relationships with the team.
  20. 20 Raising stationery and IT orders for the team
  21. 21 Support with quarterly FR4 management audits, monthly kitchen audits and KPI audits
  22. 22 Support with PLACE and PLACE Lite administration.
  23. 23 Support FM First User’s with password requests and any issues.
  24. 24 To undertake any other administrative, clerical or secretarial duties required by the Contracts Officer, Office Manager or Estates & Facilities Managers applicable within the nature and grade of the post.

Person specification

Qualifications Formal & Vocational

Essential criteria
  • Good level of school education including Maths & English to UK Functional Skills Level 1 as a minimum. (Prepared to study for L2 if required)
Desirable criteria
  • UK GCSE grade C/4 and above or Functional Skills L2 in English and Maths.

Knowlege & Experience

Essential criteria
  • • Competent in the use of Microsoft Office Skills and other IT packages
  • Previously had a job role – demonstrating reliable attendance and time keeping.
  • Some prior Administration experience* (*significant experience will impact eligibility for Apprenticeship)
Desirable criteria
  • • Confident in the use of Microsoft word excel and outlook

Skills & Personal Qualities

Essential criteria
  • • Good standard of oral and written communication.
  • Able to use own Initiative.
  • Ability to plan, organise own workload
  • Ability to work well under pressure and meet tight deadlines.
  • Ability to manage multiple tasks simultaneously
  • Confident, self-motivated and aptitude for self-development
  • Understanding and empathy towards those with a mental health problem.

Other

Essential criteria
  • • Able to travel to various sites.
Desirable criteria
  • • Full driving licence
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