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Apprentice Receptionist/Administrator - Docupoint Lanyon Bowdler

Docupoint is the department where all of the mail, photocopying, binding, scanning and all other general administration tasks for the firm are performed. You will be required to perform all Docupoint tasks to support departments as requested, without direct supervision.

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Closing date: 10 Oct 2022

Apprenticeship summary

  • Annual wage

    £10,895.30 - £13,854.13

  • Working week

    Core office hours: Monday - Friday, 08:30 - 1730.

    Total hours per week: 37.50

  • Expected duration

    18 months

  • Possible start date

    15 Oct 2022

  • Date posted

    28 Jun 2022

  • Apprenticeship level

    Advanced
    Level 3 (A level)

  • Reference number

    VAC001849273

  • Positions

    1 available

Job summary: 

You will be required to perform all Docupoint tasks to support departments as requested without direct supervision. This includes, but is not limited to, filing and archive management, processing and delivery of all incoming and outgoing mail/messenger and courier items, operating all reprographic equipment and completing general administration duties as required.

The Docupoint team are responsible for establishing and maintaining an ongoing service to staff and will be able to recognise and translate the needs of staff and expectations into a responsive service.

Key tasks and responsibilities:

  • To ensure that outgoing faxes are sent in a timely manner and to collate and log incoming faxes
  • To undertake the duties and responsibilities of Fire Marshall for the office
  • To attend and complete any necessary training as directed
  • To work as an effective team member and assist other staff in their work to ensure the smooth and efficient running of the department and firm

To perform all filing associated tasks, including:

  • Collecting documents and files from designated areas
  • Opening new and continuation of files as required
  • Handling and administering closed files as required
  • Maintaining all filing and work areas in a tidy and orderly manner

To perform all tasks relating to mail distribution, including:

  • Sorting and distributing incoming mail. Sorting and franking outgoing mail
  • Recording all incoming/outgoing special mail, messenger or courier items
  • Arranging delivery and collection times with mail, messenger and courier companies

To ensure that all archiving process are managed appropriately, including:

  • Acting on customer instructions and archiving closed files
  • Completing all administration relating to files that require to be archived
  • Completing all archive records and administration within Envision or any other Case Management System
  • Creating and indexing new files
  • Recording, indexing and tracking all files, through Envision or any successor, paper and electronic

To ensure that all photocopying and scanning is completed in a timely manner, including:

  • Maintenance of equipment to good working order and trouble shoot equipment problems placing service calls where relevant
  • Following all stock and consumable procedures. Replenishing copiers with various consumables
  • Prioritising copy/scanning jobs and then run them to meet requirements and deadlines

To deal with any customer/staff enquiries in a prompt and efficient manner, to include:

  • Accepting requests for Docupoint work, notifying staff of estimated completion times as appropriate
  • Anticipate staff needs and offer assistance wherever possible
  • Communicate with staff on job or deadline issues

To perform administrative tasks as directed, including:

  • Collecting and accurately inputting monthly office information
  • Ensuring that job requests and tracking systems are properly completed before beginning work

To perform receptionist duties as directed, including:

  • Promptly and efficiently dealing with incoming and internal telephone calls
  • Taking and passing on accurate messages as required
  • Courteously greet and interact with visitors to the premises
  • Take cash/PDQ and online payments from clients
  • Deal with any other reception duties as required

To perform a range of hospitality duties, including:

  • Setting up meeting rooms
  • Arranging hospitality
  • Organising catering
  • Supervising and assisting at events
  • Diary management and planning

The above duties and responsibilities are intended to represent current priorities and are not meant to be an exhaustive list. The post holder may from time to time be asked to undertake other reasonable duties and responsibilities. The job description will be reviewed at least annually in conjunction with the post holder.  Any changes will be made in discussion with the post holder according to business needs.


Requirements and prospects

Desired skills

  • Effective verbal and written communication skills
  • Good telephone manner
  • Proficient in the use of PC/computer systems 
  • Microsoft Office knowledge
  • Team player
  • Good interpersonal skills

Personal qualities

  • Flexible 
  • Reliable 
  • Organised 
  • Good attention to detail
  • Professional approach to work and colleagues

Desired qualifications

  • Educated to GCSE level or equivalent, including Grade C/4 or higher in English and maths

Future prospects

  • There will be the potential for a full-time role upon completion of the apprenticeship
  • Previous administration apprentices with Lanyon Bowdler have progressed within the business through different progression routes including becoming a Legal Secretary

Things to consider

Please consider how you will travel to and from work on a daily basis. 

Salary reviews will take place after 3 months, based on performance. 

Apprentices are paid for their normal working hours and training that's part of their apprenticeship (usually one day per week).

For more information please visit: https://www.gov.uk/national-minimum-wage-rates


About the employer

Lanyon Bowdler is a forward-thinking firm. We're always looking at ways we can improve our services for the benefit of our clients. We firmly believe that those who don't move forward get left behind, and we know from speaking to our clients they value the fact that the legal service we provide incorporates all the benefits of modern business practices with a depth of legal expertise that is second to none.

Employer

Lanyon Bowdler

Address

44 High Street

BROMYARD

HR7 4AE

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Training

Training provider

RIVERSIDE TRAINING LIMITED

Applications for this apprenticeship are being processed by Riverside Training Ltd

  • Level 3 Business Administrator Apprenticeship Standard 
  • Any job specific training 

Apprenticeship standard

Business administrator

Level 3 (A level)


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