Office & Print Production Assistant Apprentice Optima Graphics

Opportunity to learn all aspects of a small but thriving print business based in the Heart of Topsham, Exeter as a Business Administration Apprentice.

This apprenticeship requires you to apply through the employer's website.

Apply now

Closing date: 25 Sep 2017

Apprenticeship summary

  • Weekly wage


    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

    37.5 hours per week, shifts TBC.

    Total hours per week: 37.50

  • Apprenticeship duration

    12 months

  • Possible start date

    27 Sep 2017

  • Date posted

    07 Aug 2017

  • Apprenticeship level

    Intermediate Level Apprenticeship

  • Reference number


  • Positions

    1 available

Office admin:

To efficiently undertake basic administration and clerical duties which may include the following duties as directed:

  • Data input, data extraction, copying, filing and typing duties as directed.
  • To deal with internal and external post plus emails on a day-to-day basis.
  • To support the Team to maintain accurate, timely and legible records.
  • To answer/deal with queries, both face-to-face and via the telephone, take messages and pass them on to the relevant Team member in an appropriate and timely manner.
  • To meet and greet clients, customer and suppliers as required.
  • To obtain and retrieve client & supplier records as requested.
  • To maintain filing systems (digital and paper) in line with Optima Graphics policies and procedures.
  • To assist with the backup and maintenance of client and customer digital files.
  • To assist with the ordering and maintenance of stock supplies (stationery/kitchen/cleaning).
  • To assist in collating information for projects/meetings/clients.
  • To be a flexible and supportive member of the Team.
  • To maintain strict confidentiality at all times and adhere to the policies of the Data Protection Act.
  • Attend and take part in team meetings and regular reviews with line manager etc.
  • To prepare for and attend assessment meetings and participate in relevant training programmes as required by Optima Graphics.
  • Throughout the training period the successful applicant will be expected to complete all educational and training as required.
  • To adhere to the local and national Health and Safety regulations and Optima Graphics Policies and Procedures.
  • To be responsible for the use of office equipment and to report any defects in equipment as appropriate.
  • To accept, check, and sign for deliveries.
  • To ensure clients/customers sign for correct product/job.
  • To process card payments.
  • To be responsible for general housekeeping.
  • To cover other areas of the business when require.
  • Other tasks as directed.

IT and computers:

  • Assist with software updates
  • Maintain computer network
  • Assist team with computer queries
  • Ensure regular backups are carried out
  • Carry out regular checks on computers for system updates and viruses
  • Keep team informed when system/software updates have been made

Customer/supplier accounts and bookkeeping:

  • Produce quotations and invoices using Accura (print industry software)
  • Maintain client/supplier records
  • Produce reports and financial statements
  • Process client/supplier invoices and payments
  • Help prepare VAT
  • Assist in preparation of Year End accounts
  • Deal with client/supplier account/invoice/payment queries

Design and print production:

  • Prioritise and manage a variety of design and print jobs.
  • Check, correct, and amend design files for print, using Adobe CC Software.
  • Print monthly magazines and training manuals.
  • Use Adobe CC Software to produce Artwork and Designs as per job/clients specifications.
  • Ensure jobs are cost-effective, completed on-time and delivery schedule maintain.
  • Update and maintain Optima Graphics website (using Dreamweaver) and Facebook page.

Requirements and prospects

Desired skills

  • Highly computer literate, not afraid of new and changing technology
  • Have a good working knowledge of Microsoft Office Software in particular
    Outlook and Word (Excel, Publisher and PowerPoint an advantage)
  • Have a good working knowledge of Microsoft Windows, Windows 10 specifically
    (MAC would be desirable but not essential)
  • Knowledge of Adobe Creative Cloud Apps (Illustrator, InDesign, Photoshop and Acrobat)
    would be an advantage
  • Knowledge of Bookkeeping and Sage would be an advantage
  • Strong written and verbal communication skills - customers, suppliers and team
  • Attention to detail
  • Keen to develop new business opportunities as well as looking after existing clients/customers
  • Able to deal effectively with both customers and suppliers - assertive and firm when necessary

Personal qualities

  • Good organiser of time & resources
  • Problem solver with an ability to multitask and prioritise varied work loads
  • Motivated and able to learn quickly
  • Able to come up with new ideas and improvements to processes and cost-efficiency
  • Willingness to grow into job role & take on additional responsibilities

Qualifications required

A mimimum of A*-C (9-4) at GCSE in Maths and English or equivalent qualifications.

Future prospects

After completion of your level 2 Apprenticeship you could consider progressing onto level 3.

Things to consider

Training As well as On the Job & In-House Training The successful applicant will have access to online training: (during business hours only) Accura How to Videos, PDFs + Help & Support Sage Videos, Webinars + Help & Support Adobe Full CC Apps + Videos

About the employer

"Optima Graphics" have been providing Screen & Litho Printing to our Customers since 1972. In 2010 the company was taken over by long term employees, Ross Dunbar and Gary Woodes and became "Optima Graphics Topsham Ltd" Ross, manages Screen Printing, and has a Fine Art Degree. Gary, manages Lithographic Printing and together they run the Large Format Digital Printing Department. Between them they have over 60 years experience in the print industry. Jane manages the Design & Artwork Department using the latest Mac & PC technology to design and produce quality Stationery, Newsletters, Brochures, Leaflets, etc. enabling us to offer a high quality print service. We are a small company who pride ourselves on the quality of our Team, enabling us to offer our customers a high quality, good value, prompt design and print service, keeping at the forefront of technical developments, whilst keeping a customer friendly approach.


Optima Graphics


20b High Street



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Training provider

Level 2 Business Administration apprenticeship with one day a week college training and on the job assessments and observations.

NVQ in Business Administration

Level 2 Certificate in Principles of Business and Administration

Employee Rights and Responsibilities - embedded within L2 Certificate in Principles of Business & Administration

Functional Skills in Maths/English/IT if applicable

Apprenticeship framework

Business and Administration

Training provider


Applications for this apprenticeship are being processed by Exeter College


Charlotte Wylie

Employer's Application Instructions

If you are interested in applying for this vacancy then please click on the 'Apply Now' link and complete our Application Form.

This apprenticeship requires you to apply through the employer's website.

Apply now

Closing date: 25 Sep 2017