Customer Service Administration Assistant

Job Title: Customer Service Administration Assistant Location: Herefordshire, HR7 Salary: (Age 18-20): £22,285.90 per year, with a salary review on the successful completion of 3 month probationary period. (Age 21+): £26,106.34 per year, with a salary review on the successful completion of 3 month probationary period. Job Type: Permanent. Full time, 39.5 hours. (Monday to Thursday 8:30am - 5:30pm and Fridays 8:30am - 5pm with 1 hour daily unpaid breaks) Do you have at least one year's experience in an office, administration, customer service administration or similar role? Are you a fast learner with a keen eye for detail? If this sounds like you, we want to hear from you andyou'll find more than a job you'll find a path to professional growth with a company that's both rooted in tradition and working towards the future. About the Company A leading take accurate messages and transfer or refer enquiries appropriately. The role does not involve cold calling. Complete routine administration, data entry, paperwork and electronic filing accurately, following induction and training, prioritise allocated tasks with guidance from the Trainee CS Team Leader and where needed, from the wider team. Check the accuracy of own work, raise errors or unclear instructions promptly and contribute practical suggestions for improvements within allocated administrative tasks. Agree changes before implementing them. Undertake any other reasonable administrative duties required by the Company. Database and Customer Records Learn and use the Companys database/CRM and order management systems; create customer records and update customer, contact and order-related information in accordance with approved procedures. Check records for missing or inaccurate information, refer discrepancies to the appropriate colleague and maintain confidentiality when handling customer and Company information. Samples Process sample requests and create sample orders once trained, prepare samples for dispatch with accurate customer details and the required accompanying information. Maintain organised sample drawers and stocks, check availability regularly and arrange or request replenishment through agreed procedures. Help ensure samples are current, presentable and representative of the Companys product range, reporting missing, damaged or outdated items. Customer Service Team Support Assist with routine customer communications and straightforward queries within training and authority. Refer complex, technical, pricing or delivery commitments to an appropriate member of the Customer Service Team. Provide administrative support during busy periods, annual leave, training and other absences, increasing the scope of cover as competence develops and providing clear handovers. Work constructively with colleagues across departments, follow Company policies and approved processes, and maintain a tidy and organised working environment. Training, Development and Progression Follow an agreed training plan with clear actions and review points. Take responsibility for completing allocated training and participating in development reviews. Learn from experienced team members, Senior Customer Service Administrators and relevant departments, including internal and relevant external training such as BPMA training where or when required. Progressively learn agreed Customer Service Administration duties, such as standard quotations, order processing, customer updates and sales checks, undertaking them only when trained and authorised. Progression to the Customer Service Administrator role, with the responsibilities and salary applicable to that role, is subject to performance, demonstrated competence, successful completion of required training and business requirements. It is not automatic or based solely on length of service. The Company reserves the right to vary or amend duties and responsibilities according to business needs. Person Specification The post holder should be organised, accurate, approachable and dependable, with a good grounding in administration and an interest in developing their customer service skills. Previous experience in our industry or detailed product knowledge is not required, as training will be provided. Experience, Skills and Knowledge Essential: At least one full years relevant experience in an office, administration, customer service administration or similar role. A confident, friendly and professional telephone manner, with good written, verbal and listening communication skills. Good general computer literacy, including experience using email, Word and Excel, and confidence in learning computerised systems. Accurate keyboard and data-entry skills, excellent attention to detail and sound basic numeracy. Good organisational skills and the ability to prioritise routine tasks, seek guidance and remain calm when priorities change. Ability to follow established instructions and procedures, recognise the limits of own knowledge and authority, and refer queries appropriately. A cooperative approach and the ability to communicate effectively with customers and colleagues across departments. Reliability, a conscientious approach and willingness to take responsibility for the accuracy and completion of allocated work. Willingness and ability to learn products, systems and processes and develop towards the broader Customer Service Administrator role. Desirable: Previous experience using database or order management software. Experience of processing customer orders, sample requests or product enquiries. Familiarity with Apple Mac computers. Qualifications Essential: GCSE Mathematics and English at grade C/4 or above, or equivalent. Desirable: Additional GCSEs or equivalent qualifications. A-levels, BTEC, NVQ or equivalent qualifications. Completion of a relevant administration, business or customer service apprenticeship. Additional Requirements Essential: Willingness to complete agreed internal and relevant external training, participate in development reviews and progressively provide wider team support within demonstrated competence. Desirable: Full driving license and access to transport due to the location of the business. Benefits: Company bonus scheme, long service scheme, up to 10 paid medical appointments per year, confidential Employee Assistance Programme (EAP) including perks and discounts and certain elements available to your immediate family, Virtual GP service, independent 1 to 1 financial coaching, enhanced leave such as compassionate leave