- GMFJ Reference
92118
- Wages
£5.90 p/h
- Hours
37.50 per week
- Date Posted
06/11/2018
- Start Date
07/01/2019
- Approx. Duration
12 months
- Location
Penryn
- Status
Now Taking Applications
- Sector
Business & Administration
- Opportunity Type
Intermediate Level 2
- Employer
Falmouth Exeter Plus (FX Plus)
Description
The provision of confidential administrative support within the Executive Support Team to the Senior Executive Team Directors and the Managing Director.
Main Duties and Responsibilities:
- To support the EST Manager and a team of Executive Assistants in maintaining Directors’ diaries, scheduling meetings, circulating papers, booking catering and making appropriate travel arrangements when necessary
- Undertake regular Diary management for SET Directors and/or Managing Director
- Diarise, book rooms and make hospitality arrangements for all classifications of meeting
- Printing papers for scheduled meetings for Directors as required
- With prior agreement from the EST Manager and subject to the Business Planning process, provide meeting administration for Progress Check (band C) and Planning (band D) meetings
- Make bookings and use the finance system (Agresso) to process associated invoices on behalf of SET Directors and MD for Conferences, hotels, travel itineraries and vehicle hire
- Process credit card logs as applicable
- Responsible for tracking training / staff development for groups of staff across the organisation as required
- Using effective electronic archiving systems, primarily based on SharePoint
- Working in collaboration with other members of the EST to ensure that the service provided to SET Directors and the Managing Director is professional, seamless and efficient
- To demonstrate a strong customer focused attitude at all times and adopt a flexible approach, being clear, assertive and patient in communication with all enquirers
- Dealing with enquiries (by phone or email) and taking messages
- To accurately undertake data entry and management, word processing and other administrative duties as required. To maintain an effective, confidential filing system for hard copy and electronic material
- To gather usage/interaction data for monitoring purposes and assist members of the EST in collating information, producing charts, schedules and statistics for reports as required
- To promote team working and the sharing of good practice within relevant department and to colleagues in associated areas
- To understand and maintain staff and student confidentially as necessary
- To work within the relevant legislation, policies and procedures
- To actively support equality and diversity policies of Falmouth Exeter Plus
- To attend training courses as identified and agreed for appropriate development
- Working within the Health and Safety at Work Act, the post holder has a legal duty to take reasonable care for Health and Safety both for themselves and others who may be affected by their actions
- They are also required to undertake Health and Safety training commensurate with the level required by the post and to take part in risk assessment procedures and the implementation of agreed recommended work practices within the area
- Undertaking other duties not specifically stated which from time to time are necessary without altering the nature or level of responsibility.
For more information about this vacancy please contact Truro and Penwith College on 01872 305500 (Ref ID: 92118)
Company website : https://www.fxplus.ac.uk
Essential:
- Experience in a high-volume customer service environment
- Excellent standard of written English
- Experience of using IT skills Experience of prioritising workloads and working accurately to deadlines in a pressurised environment
Desirable:
- Demonstrable administration experience
- Experience of using financial systems
- Experience of taking notes at meetings
Essential: Educated to A level standard or equivalent
- Day 1Recap key messages from induction on how to successfully complete the apprenticeship. Employee Rights and Responsibilities. Learner will develop an understanding of the role of organisations and industries, as well as gaining an understanding and awareness of employer’s expectations and employees’ rights and obligations.
- Day 2 Managing personal performance and development: SMART targets; Professional development; Career development goals; Work-life balance; Feedback; Learning styles; Time management.
- Day 3 Communication in a business environment: Clear, effective and professional written, verbal and non-verbal communication (day 1 of 2).
- Day 4 Communication in a business environment: Clear, effective and professional written, verbal and non-verbal communication (day 2 of 2).
- Day 5 Tuition Support Day – for self-study units: Optional units including: Unit 102 – Use a telephone and voicemail system Unit 103 – Meet and welcome visitors in a business environment Unit 202 – Produce business documents Unit 207 – Provide reception services Unit 242 – Using email.
- Day 6 Customer Service and Sales: Maximising sales (upselling & cross selling): Sales techniques; Feature and benefits; Needs and expectations.
- Day 7 Customer Service and Sales: Brand promises; Service offer; Service knowledge; Equality and Diversity.
- Day 8 Study day.
- Day 9 Business awareness and change: Business structures and models; External and internal factors that may impact on a business; Goals; objectives and how these align with strategy; change implementation.
- Day 10 Equality and Diversity: Understanding equality and diversity; Benefits of E&D; Legal implications.
- Day 11 Teamwork: Developing good work relationships; Making a positive contribution to the business; Dealing with conflict.
- Day 12 Project development: Identification of project; Developing business case; Developing project plan.Study time ½ day.
- Day 13 Presentation skills: Project review; Presentation skills; Presentation software.
- Day 14 Study day.
- Day 15 Health and Safety: Legislation requirements.
- Day 16 Project Development (½ day): Reviewing project progress; Developing project.Study time ½ day.
- Day 17 Presentation skills: Final practice day for presentations.Study time ½ day.
- Day 18 Project presentations: Learner project presentations to employer audience*Presentations of certificates for unit examination achievements.*Time/duration dependant on cohort group size.
Essential:
- A good level of IT skills, with particular competence in Microsoft Office packages, including Word, Excel and Outlook.
- Excellent interpersonal skills.
- Ability to learn computer-based financial systems and basic web content systems.
- Excellent communication skills, both oral and written.
- Ability to build strong and effective working relationships.
- Ability to work collaboratively as part of a team.
- Ability to demonstrate sound judgement and initiative, seeking imaginative solutions.
- Ability to exercise complete discretion, tact, diplomacy and confidence. A flexible approach to daily duties and responsibilities.
- Having an eye for detail and working with a high level of accuracy.
On successful completion of the apprenticeship there is a possibility of a future job role.
Depending on your age wages will be 17-20 £5.90 per hour, 21-24 £14,391 pa (£7.38), Over 25 £15,268.50 pa (£8.48). Annual leave entitlement : 25 days. Working hours are: 8.30am - 5pm.