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- Tasks: Support the team with admin tasks and keep databases updated.
- Company: Ixion, part of Shaw Trust, focuses on sustainable development and community growth.
- Benefits: Gain a Level 3 Business Administrator qualification and access to further training opportunities.
- Why this job: Join a diverse team making a real impact in the community while developing your skills.
- Qualifications: GCSEs in English and Maths, plus a full UK Driving Licence required.
- Other info: Full-time role, Monday to Friday, with potential for career progression.
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Description
To ensure that the database systems are kept up to date in a consistent and accurate manner with all information, while providing administrative support to the wider team and ensuring that facilities and office consumables are well-maintained.
Description
To ensure that the database systems are kept up to date in a consistent and accurate manner with all information, while providing administrative support to the wider team and ensuring that facilities and office consumables are well-maintained.
Training Description
Full Description:
Duties & Responsibilities
- Creating new tenders and contracts on Job gen (soon to be obsolete) CRM & Easybop
- Once an opportunity has been quoted, update Job gen, CRM & Easybop with scope, value and status changes
- Entering new contract awards into COINS
- Creating job paperwork packs, when project complete to compliance check paperwork ready for data entry
- Scanning and saving all paperwork in a timely manner to the correct folders
- Raise waste notes
- Royal mail scanned paperwork to be sent to client within 5 days of completion
- When project is complete check that all air monitoring has been received, where missing chase analyst for copies ASAP
- Data entry into Multibase: exposures, personal monitoring for South & Midlands Offices
- Data entry ‘other’: Smart waste (carbon footprint), mask check sheet, TBTs & HAVs
- Take minutes and distribute for operations and supervisor meetings
- Book parking, accommodation and other travel requirements
- Create and submit expense claims for MD, and reconcile receipts for company cards monthly
- Once credit cards have been reconciled for the month, check against the credit card tracker to ensure that all costs have been accounted for (DF expenses/ MasterCard/ Amex, Amazon account)
- Reception and telephone duties
- Ordering office stationery and consumables and input into COINS (stationery)
- Holiday cover for contract coordinator role
- Assure360 role to be further defined, it will encompass all of the above in a slightly different format
Personal Attributes
- Organisational Skills
- Attention to Detail
- Communication Skills
- Time Management
- Reliability and Punctuality
- Initiative
- Professionalism
Knowledge
- GCSEs (or equivalent) in English and maths
- Experience with Microsoft Office (Word, Excel, Outlook)
- Some previous admin, customer service, or office experience
Qualifications
- A full UK Driving Licence is required due to the location of the office
Outcome Description
The completion of a Level 3 Business Administrator apprenticeship qualification is equivalent to 2 A Levels.
There will be additional learning opportunities after completion, such as an L4 apprenticeship, other training courses to upskill, or progress to a senior role within the wider company etc.
Description Of Working Week
Monday to Friday, 8.00am – 5.00pm.
Skills Required
- Communication skills
- IT skills
- Attention to detail
- Organisation skills
- Administrative skills
- Initiative
- Time Management
- Reliability and Punctuality
- Professionalism
Qualifications Required
- GCSE English Language 4 – 9 Desired
- GCSE Maths 4 – 9 Desired
- Other A full UK Driving Licence is required A full UK Driving Licence Essential
Things To Consider
Employer Description:
Keltbray is a UK leading specialist engineering contractor, which offers engineering, construction, demolition, decommissioning, remediation, environmental services and reinforced concrete frame solutions. We are a key player in developing and maintaining Britain’s built environment and major civil engineering, operating in highly regulated climates and transforming sites across the UK.
Our purpose is to redefine the way sustainable development is delivered. Based on our collective experience, we collaborate at the earliest stage to design and self-deliver innovative customer solutions across technically demanding built environment and infrastructure sectors. Working in partnership with our stakeholders, we are actively contributing to economic growth, social advancement and environmental protection.
Diversity & Inclusion
We advocate for difference and champion diversity to foster an inclusive environment that allows our people to bring their true selves to their work every day and enable our people to thrive by promoting health and preventing harm.
Seniority level
-
Seniority level
Internship
Employment type
-
Employment type
Full-time
Job function
-
Job function
Information Technology
-
Industries
Non-profit Organization Management
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Apprentice Administrator employer: Ixion (part of Shaw Trust)
Contact Detail:
Ixion (part of Shaw Trust) Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Apprentice Administrator
✨Tip Number 1
Familiarise yourself with the specific software mentioned in the job description, such as Job gen, CRM, and Easybop. Even if you haven't used them before, understanding their functions and how they relate to administrative tasks can give you an edge during interviews.
✨Tip Number 2
Highlight your organisational skills by preparing examples of how you've managed multiple tasks or projects in the past. This role requires attention to detail and time management, so showcasing relevant experiences will demonstrate your suitability.
✨Tip Number 3
Practice your communication skills, especially in taking minutes and distributing information. You might be asked to perform a task related to this during the interview, so being prepared can help you stand out.
✨Tip Number 4
Research Ixion and Shaw Trust to understand their values and mission. Being able to discuss how your personal values align with theirs can show your genuine interest in the role and the organisation.
We think you need these skills to ace Apprentice Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant skills and experiences that align with the Apprentice Administrator role. Focus on your organisational skills, attention to detail, and any previous administrative or customer service experience.
Craft a Strong Cover Letter: Write a cover letter that showcases your enthusiasm for the role and the company. Mention specific duties from the job description that excite you and explain how your skills make you a great fit for the position.
Highlight Relevant Qualifications: Clearly list your GCSEs in English and Maths, as well as any other qualifications that are relevant to the role. If you have experience with Microsoft Office, be sure to mention it, as it's a key requirement.
Proofread Your Application: Before submitting, carefully proofread your application for any spelling or grammatical errors. A polished application reflects your attention to detail and professionalism, which are crucial for an administrative role.
How to prepare for a job interview at Ixion (part of Shaw Trust)
✨Showcase Your Organisational Skills
As an Apprentice Administrator, you'll need to demonstrate strong organisational skills. Prepare examples from your past experiences where you successfully managed multiple tasks or projects simultaneously. This will show the interviewer that you can handle the responsibilities of the role.
✨Highlight Attention to Detail
Attention to detail is crucial in administrative roles. During the interview, mention specific instances where your keen eye for detail helped prevent errors or improved processes. This will reassure the employer that you can maintain accuracy in database management and documentation.
✨Demonstrate Communication Skills
Effective communication is key in any administrative position. Be prepared to discuss how you've effectively communicated with team members or clients in previous roles. You might also want to practice answering common interview questions clearly and concisely.
✨Familiarise Yourself with Relevant Software
Since the role involves using various software like Microsoft Office and CRM systems, it's beneficial to brush up on these tools before the interview. If you have experience with similar software, be ready to discuss it, as this will show your readiness to adapt quickly to the company's systems.
