Receptionist Administrator (Apprentice) THE CLARE FOUNDATION LTD

To assist in the effiecient and profitable running of the front of house operation for the Clare Charity Centre. Administer the conference and meeting business, and provide general administrative assistance to the front of house team.

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Closing date: 30 Sep 2017

Apprenticeship summary

  • Weekly wage


  • Working week

    10:00am to 6:00pm/ 8:00am to 4:00pm Monday to Friday (40 hours a week)

    Total hours per week: 40.00

  • Apprenticeship duration

    12 months

  • Possible start date

    02 Oct 2017

  • Date posted

    01 Jun 2017

  • Apprenticeship level

    Intermediate Level Apprenticeship

  • Reference number


  • Positions

    1 available

1.     Work with the front desk team to ensure the smooth running of Reception services

  • Maintain a presence at the Reception desk during core hours
  • Set daily tasks for caretakers with regards to conferencing and meetings
  • Meet and greet all visitors, directing them appropriately and dealing with requirements promptly and professionally
  • Answer incoming calls, diverting to the appropriate department or Organisation
  • Oversee arrangements for secure storage and logging of collection and delivery items
  • Ensure incoming post is distributed accurately and outgoing mail is ready for collection
  • Organise travel arrangements for staff and visitors when required


2.     Carry out general administration duties.

  • Assist in administration and execution of Clare Charity Centre projects, events and Functions where required
  • Carry out internet searches, information gathering an interpretation as necessary
  • Update relevant databases and systems
  • Update and maintain stock levels of all relevant reception paperwork, forms and sheets


3.     Tenant operational issues.

  • Update maintenance log with reported problems
  • Replenish facilities consumables if required
  • Ensure responses are made to First Aid calls, report promptly to the Front of House and Events Manager
  • Ensure all building noticeboards are properly maintained and managed including all Health & Safety notices as and where required


4.     Work with the Front of House team to coordinate the Meeting and Conference Business.

  • Ensure that bookings taken and recorded accurately and promptly in the SalesForce system
  • Follow up any provisional bookings or outstanding details
  • The administration of reports for refreshments and room lay outs to be sent to the relevant departments
  • Ensure all meeting and conferencing areas are presentable, sufficiently restocked and maintained
  • Support conferencing customers with any day to day queries or AV issues
  • Prepare meeting rooms daily for conferencing
  • Ensure all Customer room signage up to date, adding any new customers.

Any other tasks reasonably requested and deemed appropriate by the Manager.

Requirements and prospects

Desired skills

  • Numeracy
  • Literacy
  • IT skills
  • Communication skills

Personal qualities

  • Good interpersonal skills
  • Willing to take the initiative
  • Have the drive and ambition to advance in the organisation 

Qualifications required

A* to D GCSEs (or equivalent) in Maths and English.

Future prospects

After successful completion of the Apprenticeship a permanent employment contract may be available.

About the employer

The Clare Foundation is a charity working collaboratively with other voluntary sector organisations to assist them to become more efficient and effective in all areas of their work. The Foundation promotes established commercial methods, business expertise and entrepreneurism to the voluntary sector through its programmes, mentoring, shared best practice and networking forums. The Clare Charity Centre provides flexible, serviced charity office space at subsidised rates for charities, and professional meeting and event facilities for tenant and non-tenant charities, as well as commercial businesses.




The Clare Wycombe Road

High Wycombe

HP14 4BF

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Training provider

  • Diploma in Business Administration
  • Functional Skills in Maths, English & ICT 
  • Personal Learning and Thinking Skills (PLTS)
  • Employee Rights & Responsibilities

Apprenticeship framework

Business and Administration

Training provider


Applications for this apprenticeship are being processed by ATG Training


Nashrat Jabeen 01296 737835

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Closing date: 30 Sep 2017