Apprentice Receptionist/Administrator – William Merritt (LS13 1HP)
1. To act as the first point of contact and provide a reception service for WMC. Acting appropriately to the service user with their appointment or enquiry.
2. To be responsible for providing a high quality, comprehensive, efficient and accurate administrative service to the staff and Trustees of WMC. Including production of :
Excel spreadsheets PowerPoint presentations Database input & reports Word documents Outlook Email and Calendars
3. To be responsible for the ordering of stationery and general supplies as instructed.
4. To be responsible for receiving and distributing mail.
5. To be responsible for organising and documenting appointments and maintaining calendars for clients attending the Centre.
6. To support the therapists in ensuring that literature and general leaflets relating to equipment and services are in adequate supply and easily accessible throughout the Centre.
7. Enter data into the database system whilst on the telephone to a client. This will involve navigating a CRM system and being able to ask the right questions to the client or professional so that the therapist has all the required information for assessment.
8. Be able to ascertain by research or contact with the team information to support clients or professions with their enquiries.
9. To be responsible for updating and improving mailing lists by data entry and assist in the distribution / mailing out of information.
10. Take instruction and contact suitable reps from third parties to accompany assessments.
1. To be accountable for own work ensuring the maintenance of high standards of professionalism and service delivery.
2. To work flexibly to meet priorities and deadlines set by line managers, but taking responsibility for own workload management.
3. To take responsibility for organising and managing own time.
4. To act using own initiative within the parameters of the role.
5. To demonstrate flexibility in order to meet the changing needs and requirements of the service.
1. To provide a professional, polite and courteous reception service.
2. To maintain efficient electronic filing systems including individual files for all clients.
3. To maintain and update the Centre’s databases when instructed.
4. To welcome visitors and clients to the Centre, and direct them to the appropriate area. Informing the appropriate staff member of their arrival.
5. To handle telephone and other enquiries from members of the public, carers, suppliers and healthcare professionals in a competent and professional manner.
6. To answer queries and impart information in an informed and understanding manner.
7. To collect mail, date stamp and direct to correct member of staff. Deliver outgoing post to designated area in line with agreed deadlines.
8. To deal with enquiries relating to in-house training programs and training room hiring when instructed.
9. To maintain Training Programme records and acknowledge bookings in writing to the attendee when instructed.
10. To produce training course documentation packs for course attendees using agreed formats and media.
11. To ensure the training room is correctly laid out for each training course delivery including catering trolley and IT equipment when requested.
12. To carry out general office duties e.g. photocopying, filing.
13. To demonstrate the ability to liaise with staff from varying disciplines.
14. To maintain a diary of appointments and ensure that all staff are informed.
15. To ensure that all relevant documentation is available for appointments.
16. To exercise judgment in identifying the need for clients to speak to a Therapist / Assessor and make appropriate arrangements.
17. To participate in meetings and discussions to identify areas for improvement to service delivery across the Centre.
18. To maintain monthly statistics ensuring information is accurate and meets the identified requirements and deadlines of the Centre and its Funders.
About the Employer
The William Merritt Centre is a registered charity since 1982, offering impartial and professional advice for Children and Adults. Carrying out assessments for clients, healthcare professionals and members of the public about daily living aids. We offer a try before you buy ethos allowing clients to identify individual needs to enhance their independence. We are also an accredited member of Driving Mobility offering medical fitness to drive assessments, passenger access assessments and vehicle adaptation assessments.
Things to Consider
Willingness to work flexibly, including occasional evening and weekend work
Training to be Delivered
Training to be Provided Training to be delivered by Leeds City College Units of study Understanding the organisation
- Meeting regulations and legislation
- Systems and resources
- Product and service knowledge
- Influencing skills
- Personal organisation
- Dealing with customer conflict and challenge
- Developing self
- Being open to feedback
- Team working
Functional Skills qualifications:
- Level 1 Functional Skill in English
- Level 1 Functional Skill in Maths
- Level 1 Functional Skill in ICT
- + Employment Rights and Responsibilities
- + Personal Learning and Thinking Skills
William Merritt Centre
Aire House 100 Town Street
Monday to Friday 8:30-4:30
What You Need
A good level of literacy, Grade 4 or above in English and Maths desirable
Skills required: E = Essential D = Desirable
- § Excellent IT skills including ability to respond to new IT initiatives (E)
- § ECDL or equivalent (D)
- § Ability to operate and install presentation equipment (D)
- § Accurate keyboard skills (E)
- § Good communication skills, both verbal and written (E)
- § Excellent telephone manner – helpful, capable and discreet (E)
- § Sound numeracy skills (E)
- § Highly sensitive to the needs of people with disabilities (E)
- § Basic coaching skills in respect of administrative tasks (D)
- § Sensitive to client disability (E)
- § Knowledgeable of some medical conditions (D)
Full time employment at William Merritt Centre after apprenticeship.