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Business Administration/Receptionist Apprentice

Writtle College
Pay: £160.95 - £303.77
Location: Essex Chelmsford United Kingdom
Category: Entry Level
Available from: Oct 2019
Finishes on: Ongoing Position
Type of work: Full Time, Indoor & Outdoor
Job reference: E03190429
2019-09-16 2019-10-30

Job Description

Provide a friendly, welcoming, helpful and professional service to all customers.  Ensure that all enquiries are answered effectively, that all customers receive an excellent customer service and accurate responses to ad-hoc requests. 

Duties and responsibilities will include but not be limited to:

  • Be the main receptionist when cover is required

  • Ensure that all visitors are correctly signed in, identified as a visitor, collected by the appropriate member of staff and returns to sign out at the end of the visit

  • Assist with the daily post sorting and distributing it correctly and efficiently to departments

  • Operate the switchboard and franking machine efficiently

  • Ensure an up to date list of staff is held at reception

  • Process and match enquiry data using the computerised matching system. Print labels and distribute literature within 24 hours

  • Assist the Vice Chancellor Office with a range of administration duties e.g. organisation of auditor visits, distributing of ESFA Notifications, assisting with Presentation and Graduation arrangements, management of re-publication of policies on MyWi

  • Data Inputting on short course database

  • Assist other departments within the University College with administration duties that will be directed to you via the Vice-Chancellor’s Office

  • To comply with the Writtle University College Data Protection Policy and Procedure in line with the Data Protection Act 1998 and the new General Data Protection Regulations (GDPR)

  • Embraces Writtle University College Safeguarding responsibilities as detailed in the Policy and Procedure

  • Embraces and promotes the principle of anti-discriminatory practice throughout all areas of Writtle University College fulfilling Equality and Diversity responsibilities

  • Fulfils Health and Safety responsibilities appropriate to the role

  • Undertakes such other duties as may be reasonably requested commensurate to the level of experience and responsibility expected

  • Adheres to the Risk Management Policy and notifies the line manager of any identified risk

This document outlines the major activities but is not a comprehensive or exhaustive list of the duties required and all staff are expected to appreciate that duties may vary from time to time which do not change the general profile of the job or the level of responsibility entailed.

Personal Qualities :

  • Outstanding interpersonal skills

  • Professional and welcoming attitude towards all customers

  • Teamwork and motivation

  • Use of initiative in making decisions

  • Ability to plan, prioritise and organise work for your self-ability to work to set deadlines

Skills Required :


  • Excellent communication skills both oral and written, Ability to effectively communicate at all levels

  • A proven record of working within a busy team, forming and communicating a clear vision, encouraging individuals to contribute to a common goal and building beneficial working relationships across teams Ability to be flexible and share the workload

Liaison and Networking:

  • Ability to proactively and actively carry out standard day to day liaison across the University College to meet desired outcomes

  • Ability to undertake active collaboration through participation in networks/groups within the University College or externally to pursue shared interested that may provide future benefit to the organisation

Service Delivery:

  • Ability to provide a responsive and accurate service to meet all departmental opportunities

  • Experience of exploring customer’s needs; adapt the service accordingly to ensure the usefulness or appropriateness and quality of service (content, time, accuracy, level of information, cost)

  • Standard setting for the specific departmental service across the University College; experience of monitoring service levels; pre-empting changes in customer needs and anticipating future requirements Attention to detail

Decision Making:

  • Ability to contribute to collaborative decision making in an advisory capacity on departmental issues Strong negotiation skills

  • Appreciating of impact and long-lasting effects of strategic decisions

Planning and Organising Resources:

  • Ability to be flexible in order to provide essential cover

Initiative & Problem Solving:

  • Ability to work without close supervision and maintain a high quality of work Ability to demonstrate the use of initiative and creativity in resolving problems Measured approach to situations, weighs up pros and cons of decisions

Analysis & Research:

  • Be able to follow through any queries and provide feedback at the appropriate depth

Sensory & Physical Demands:

  • IT Literate with the confidence to tackle new systems and software Ability to operate a switchboard, and associated equipment

  • Confident when learning new systems

  • Knowledge of personal obligations under the Health & Safety at Work Act

Pastoral Care & Welfare:

  • Ability to deal confidentially and sensitively with team members, members of the public, staff and students

  • Ability to recognise when a team member, member of the public, staff and students need to be referred elsewhere for support and assistance

Team Development:

  • In possession of a team player attitude

  • Ability and interest in the encouragement and support of others in the team (E) Ability to share knowledge in a coaching/mentoring role

  • Ability to share resources

  • Provide cover in the absence of colleagues within the team  

Teaching & Learning Support:

  • Ability to introduce customers to standard information or procedures

  • Ability to develop innovative approaches to enhance understanding and effective use of the departmental function across the University College

  • Ability to operate a reception area

  • Reception experience or a customer facing focus

Future Prospects :

Permanent position for the right candidate upon completion of their apprenticeship.

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