Administration Apprentice - Phoenix Care Group

Job Posted: 18 November 2024

• Contract Term: Apprenticeships
• Location: Carisbrooke, Isle of Wight
• Contract Type: Full time
• Salary: £8.50 p/h
• Industries: Administration Apprenticeships

Closing Date: 03/12/2024
Job Start Date: December

Here at The Isle of Wight College we work with a number of employers, in a vast array of industries. A fantastic opportunity has arisen to work for Phoenix Care Group Ltd as an Administration apprentice.

At Phoenix Care Group Ltd we aim to make every one of our houses a home.   We are passionate about what we do, and we strive for excellence in the care we provide, ensuring our children and young people are ready for the next stages of life. We currently run five supportive homes for 16–25-year-olds where our team of Support Workers, Senior Leads and Home Managers provide first-rate and meaningful care for each child, giving them the support and guidance, they deserve.

PCG supports young people and adults to develop essential living skills enabling them to transition to live independently within the community. Our amazing support teams create safe and nurturing environments for the young people to thrive in, across our five island homes. They develop personalised support plans and empower the young people, by accessing resources and services related to their challenges and goals, such as housing, employment, education and mental health.

We have an exciting opportunity to join our Head Office team as an Admin Assistant Apprentice with an excellent opportunity to start a career, complete an apprenticeship and progress within our rapidly growing company. We offer a progressive, supportive, and rewarding workplace culture and one that offers competitive benefits for its staff.

Key Tasks & Responsibilities:

•         To ensure that the office you work in is maintained to a high standard of appearance / upkeep / presentation and that the health and safety/ confidentiality is always prioritised.

•         To ensure that all relevant paperwork is completed to a professional standard, adhering to all company policies and procedures, and working with other agencies as required.

•         To engage with any training offered to enable you to progress your career.

•         To fulfil the duty of administrative support in order to optimise workflow procedures in the

office.

•         You will be the point of reference for all queries, requests or issues and will be an integral part of the company’s workforce.

 

 

Main Duties:

·         Liaising with clients, using excellent telephone etiquette and communication skills.

·         Extensive email correspondence.

·         Answering calls, taking messages and handling enquiries.

·      Strong organisational skills and the ability to self-motivate, together with the ability to work well as part of a team to meet  tight deadlines.

·         Attention to detail and problem-solving skills.

·         Arranging and attending courses and workshops and any other training deemed necessary to further your knowledge of the company and your role within it.

·         Greeting visitors to the offices in a professional manner and offering refreshments.

·         Receiving and handling incoming post and collating outgoing post.

·         Typing letters and minutes in accordance with the company standard formats.

·         Arranging internal and external meetings, including room booking, document preparation and refreshments.

·         Maintaining confidentiality and discretion.

·         Organising documents and paperwork and maintaining a filing system.

·         Maintaining and ordering of office supplies, researching new deals and suppliers and minimising expenditure. Working closely with management to develop and maintain a centralised ordering system.

·         Log stock and inventory accurately based on ordering sheets and office equipment needs.

·         Create and maintain inventory of each home, as well as developing processes to streamline the onboarding of new properties. Such as setting up fire systems, co-ordinating utilities installation and keeping accurate filing systems for each property.

·         Assist in preparation of regularly scheduled reports.

·         Maintain the office filing/ archiving system in both hard and electronic format.

·         Proactively assist with the smooth running of the office as well as supporting the management team to also ensure that support staff and house leads based in the homes are submitting the appropriate forms onto our home management system.

·         Diary co-ordination.

·         Supporting wider administration team members.

·         Supporting with maintaining and promoting our social media platforms and working alongside our Marketing and Communication Manager.

·         Developing and circulating our monthly newsletter to both staff and young people.

·         Supporting in maintaining the home management system.

·         Maintaining and updating Staff Supervision Matrix. Booking and diarising staff supervisions and appraisals for Residential Manager.

·         Updating training matrix.

·         Sending reminders to staff to complete mandatory training.

·         Updating training.

·         Working closely with HR and Training.

 

 

Qualifications/ Person Specification:

•         NVQ in Business and Administration (or working towards / equivalent) is desirable

•         Willingness to increase knowledge through ongoing training.

•         Ability to display decisiveness.

•         Minimum of 1-year administration experience is desirable

•         Ability to demonstrate self-awareness.

•         Evidence of a realistic appreciation of own strengths and weaknesses and commitment to self-development.

•         Able to recognise own reactions and feelings in response to situations and to manage the effects of these on other people.

•         Evidence of working under pressure and providing results is desirable.

•         Able to prioritise effectively across a range of demands and meeting deadlines.

•         Able to create solutions in response to challenges whilst working within agreed parameters.

•         Actively supporting Phoenix Care Group’s goals and values.

•         Providing high quality services to external agencies and stakeholders

•         Achievement and outcome oriented – concerned with improving the service and maintaining high standards.

•         Keen to identify and act on opportunities and use initiative.  Positive outlook, showing determination and persistence in pursuing objectives.

•         Able to manage own time and paperwork effectively to meet goals.

•         Writing and reviewing reports and documentation as required.

•         Able to communicate effectively and confidently conveying clear messages in writing or verbally.

•         Able to liaise with managers and Support Workers.

•         Ability to liaise with clients, using excellent telephone etiquette and communication skills.

•         To work towards a high standard of report writing skills.

•         To be able to provide examples of prepared and presented reports, written and verbal is desirable.

•         Demonstrable ability to work collaboratively and co-operatively with all professional colleagues and service users.

•         Experience of liaising with clients, with excellent telephone etiquette and communication skills.

 

Apprenticeship Standard:

• Business Administration Level 3
• 18 – 24-month Apprenticeship.
• Functional Skills in Maths and English if required and if not previously achieved GCSE grade 4 or C or above.
• There is a requirement to complete off the job training of 6 hours per week during working hours, time spent either learning something new, other courses or any support work that is not in your usual role will also be counted.

 

 

 

Working Week

• 37.5 hours per week

 

Wage:

•         £8.50 per hour starting salary, rising to £10.00 at mid-point probation, after 6 months’ probationary period this will rise to £12.25

 

 

Additional information below:

The current National Minimum Wage (NMW) rate for apprentices is £6.40 per hour. This applies to 16-18-year-old apprentices and those aged over 19 in the first year of their Apprenticeship. For all other apprentices the National Minimum wage appropriate to their age applies. The Minimum Wage for Apprentices applies to time spent on the job plus time spent training. For more information visit: www.gov.uk/national-minimum-wage-rates

Opportunity to broaden the roles responsibilities if reliable, quick to learn with good attention to detail. Once qualified and dependant on needs of the business at the time of apprenticeship completion, there may be the potential for a permanent position.

So, if this sounds like the next step you want to take with your career, then please apply with a cover letter and CV telling us why you feel you would be the ideal person to take on this brilliant opportunity!

*Please note applications without a CV or covering letter will not be considered.

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