Business Administration Building Link Design Ltd

To support with Business Administration needs of the business

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Closing date: 20 Oct 2017

Apprenticeship summary

  • Weekly wage

    £133.00

    Wages explained

    The current National Minimum Wage for an apprentice is £3.50 an hour. This rate applies to apprentices under 19 and those aged 19 or over who are in their first year.
    Apprentices must be paid at least the minimum wage rate for their age if they are aged 19 or over and have completed their first year.
    The minimum wage rates are £5.60 an hour for 18-20 year olds and £7.05 for anyone aged 21 and over.
    Apprentices are paid for their normal working hours and training that’s part of their apprenticeship (usually one day per week).

  • Working week

    Monday to Friday

    Total hours per week: 38.00

  • Apprenticeship duration

    1 years

  • Possible start date

    21 Oct 2017

  • Date posted

    08 Aug 2017

  • Apprenticeship level

    Intermediate Level Apprenticeship

  • Reference number

    VAC001293859

  • Positions

    1 available

Name of position: Clerical Secretary

 

Reports to: Managing Director / Director

External relationships: Clients, Consultants, Local Authorities,  Suppliers.

Position Description

Education and Experience

  • knowledge of relevant software applications including MS  Office
  • proficient in use of email and internet
  • good numeracy skills
  • accurate keyboard skills
  • understanding of office management systems and  procedures
  • knowledge of administrative procedures

Key Competencies

  • organizing and planning
  • time management skills and the ability to prioritise work
  • attention to detail and accuracy
  • problem-solving
  • adaptability
  • customer service orientation
  • team work and good time keeping
  • confidentiality
  • Confident and competent
  • Possess well developed communication and interpersonal  skills
  • Computer Literate
  • Articulate and numerate
  • To be customer focused and target orientated
  • Reliable and dedicated

Job role

  • Providing support with all aspects of the daily running of the  business
  • Arranging appointments and general office duties
  • Assist and support the Management of the Company
  • Carry out general secretarial duties.
  • Make sure meeting room is set up for meetings.
  • Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organising and maintaining paper and electronic files and providing information to callers.
  • Make & Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Complete forms in accordance with company procedures.
  • Compose, type, and distribute meeting notes, routine correspondence, invoices and reports including NBS
  • Greet visitors and callers, handle their enquiries, and direct them to the appropriate persons according to their needs and make refreshments as requested for those attending.
  • Locate and attach appropriate files to incoming correspondence requiring replies.
  • Maintain scheduling and event calendars.
  • Make copies of correspondence and other printed material.
  • Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters under guidance.
  • Set up and maintain paper and electronic filing systems in the Office and Basement for records, correspondence, and other material.
  • Conduct searches to find needed information, using such sources as the Internet.
  • Establish work procedures and schedules, and keep track of your daily work agenda
  • Operate electronic mail systems and coordinate the flow of information both internally and with other organisations.
  • Manage the Office supplies, Order stationary & consumables as required to maintain the smooth running of the Office.
  • Deal with the post and direct to personnel as required.
  • Review own work done to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
  • Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
  • Manage quarterly service charge and order of materials and organise relevant servicing of fire alarm, extinguishers and PAT testing of electrical equipment for both the Landlords of 15 Thorne Road and Building Link Design.
  • Manage refreshments including replenishing stock when required.
  • Basic accountancy/ preparing invoices and relevant documentation
  • Chasing outstanding invoices issued to client on a monthly basis.
  • Update Constructionline ongoing, CHAS updated yearly.
  • keeping office area neat and tidy
  • Pull together, check, then issue Landlords service quarterly service charge for The Partners. To include the following & include VAT of invoice;
  • Intec (Paper Towels & Toilet Rolls only)
  • Office maintenance
  • DMBC refuse
  • Yorkshire Water
  • Gas (Only has one bill)
  • Electricity (Landlords supply only)
  • Garden maintenance
  • R&S Security (Intruder & Fire alarm service and maintenance)
  • Petty cash Cleaning products only

Office duties

  • Opening and scanning of post and distribute to relevant staff
  • Answering of all calls, transferring calls, taking massages and arranging meetings and putting in outlook diaries.
  • Meeting and greeting clients showing into meeting room offering drinks
  • Chasing aged debtors ongoing
  • Typing of all correspondence, Fee quotations, emails dictated, certificates, minutes etc.
  • Create new jobs on work register, and create digital folder and file and sling for filing cabinet in front room.
  • Update contact details in outlook and on project directory form digitally and hard copy.
  • Any business cards or contact details given put in outlook contacts keep updated either in clients or Consultants.
  • Pulling together Planning & Building Reg applications either via email or Planning portal.
  • Make sure a digital copy is saved under relevant job No in relevant folder Planning/Submission docs or Building/Submission docs.
  • Maintaining and ordering of all stationery and cleaning stock. Call Intec (Contact James) for all orders and quote account. If stationery this is Building Link Design account and if Toilet Rolls or Paper Towels this is The Partners account. (Record on ¼ service charge every month so you don’t forget).
  • Raise cheques for partners account to pay Intec for cleaning products.
  • Pull together, check, then issue Landlords service quarterly service charge for The Partners. To include the following & include VAT of invoice;
  • Intec (Paper Towels & Toilet Rolls only)
  • Office maintenance
  • DMBC refuse
  • Yorkshire Water
  • Gas (Only has one bill)
  • Electricity (Landlords supply only)
  • Garden maintenance
  • R&S Security (Intruder & Fire alarm service and maintenance)
  • Petty cash Cleaning products only
  • Buy Milk, Coffee, Teabags, sugar and pods for Dolce gusto from Petty cash and update petty cash record.
  • Other cleaning products need to be purchased from supermarket or local shops in Town centre. Air Freshner, Bin liners, Handwash, Polish, Milton etc money taken from petty cash and recorded and remember to include on landlords service charge.
  • At the end of every month raise an invoice from Building Link Design to the partners for cleaning products purchased with BLD petty cash in order to claim it back but don’t plus VAT just whatever the figure was total for that month and work the VAT back. Also record on landlords service charge.
  • Update Constuctionline ongoing, CHAS updated yearly.
  • Chasing planners as and when requested
  • Scan and save all Planning validations/approvals and Building reg Validations/approvals under relevant Job No and folder Planning/Validations/Approvals or Building/Validations/approvals and either email to relevant staff who’s job it is if received in digital format or pass on hard copy.
  • Invoicing

Requirements and prospects

Desired skills

  • knowledge of relevant software applications including MS  Office
  • proficient in use of email and internet
  • good numeracy skills
  • accurate keyboard skills
  • understanding of office management systems and  procedures
  • knowledge of administrative procedures

Personal qualities

  • Organizing and planning
  • Time management skills and the ability to prioritise work
  • Attention to detail and accuracy
  • Problem-solving
  • Adaptability
  • Customer service orientation
  • Team work and good time keeping
  • Confidentiality
  • Confident and competent
  • Possess well developed communication and interpersonal  skills
  • Computer Literate
  • Articulate and numerate
  • To be customer focused and target orientated
  • Reliable and dedicated

Qualifications required

  • A to C GCSE maths and english or equivalent 

Future prospects

Progression on to a higher apprenticeship or in to full paid work

About the employer

Building Link Design is a registered Architects Practice with a client led philosophy. Over the past thirty years we have established ourselves within many sectors to deliver high quality design services and solutions. Experienced at seeing through projects from inception to completion, Building Link Design have built a reputation for being able to work as part of a team, always conscious of the wider implications that our knowledge can bring into any project. The practice combines experience with enthusiasm and every project is given individual attention. With this approach Building Link Design prides itself on its repeat custom and this is achieved by providing the highest level of professional services to all our clients. This continued level of service is maintained by the investment in our staff training

Employer

Building Link Design Ltd

Address

15

Thorne Road

Doncaster

DN1 2HG

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Training provider

  • Full training given
  • Business Admin Level 2
  • Functional Skills if required

Apprenticeship framework

Business and Administration

Training provider

ENGAGE TRAINING AND DEVELOPMENT LTD

Applications for this apprenticeship are being processed by Engage Training And Development Ltd

Contact

chris crawley 01302 341 313 Crawley@engagetd.com


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Closing date: 20 Oct 2017