Receptionist/Administrator (Youth) - 22.5 hours
Acorn Training
Receptionist/Administrator (Youth) - 22.5 hours
Department: Employability
Employment Type: Permanent - Part Time
Location: Burton
Reporting To: Keely Williams
Compensation: £12.70 / hour
Description
This is an excellent opportunity for an organised, enthusiastic and customer-focused individual who wants to build workplace experience and develop a career in administration, customer service and business support.
As a Receptionist / Administrator, you will be the first point of contact for learners, visitors and stakeholders at Acorn Training’s Burton centre. You will provide a welcoming front-of-house service and work closely with the Quality & Compliance Lead to ensure records, documentation and systems are accurate, complete and maintained in line with organisational and contractual requirements.
Full training, induction and ongoing support will be provided. The role is designed to help the successful candidate develop confidence, transferable skills and experience in a professional working environment.
Key Responsibilities
Reception and Customer Service
- Manage the reception area and provide a professional and friendly welcome to learners, participants, visitors and stakeholders.
- Maintain visitor sign-in arrangements and support site security procedures.
- Answer, screen and direct telephone calls and respond to email enquiries professionally.
- Handle incoming and outgoing correspondence, deliveries and packages.
- Organise appointments, meetings and room bookings.
- Help maintain a tidy, safe and welcoming reception and office environment.
Administration and Business Support
- Provide day-to-day administrative support to the Burton centre.
- Accurately update electronic records, databases and management information systems.
- Support learner and participant enrolment, course administration and assessment set-up.
- Communicate with relevant colleagues regarding referrals, enrolments and attendance.
- Prepare, scan, upload, file and securely store documents.
- Monitor stationery, refreshments, learning resources and cleaning supplies, raising replenishment needs when required.
- Support centre events and meetings, including appropriate catering arrangements and accurate recording of related expenditure.
- Work collaboratively with colleagues to support centre and organisational objectives.
Quality and Compliance Support
- Provide administrative support to the Quality & Compliance Lead.
- Help check that learner and participant records are complete, accurate and audit-ready.
- Assist with document checks, filing, record retention and evidence collation.
- Support the preparation of files and information for internal checks, reviews and audits.
- Identify missing or incomplete documentation and refer this promptly to the appropriate colleague.
- Handle personal information securely and in line with GDPR, safeguarding and information security requirements.
- Contribute to continuous improvement by following agreed processes and highlighting administrative issues or opportunities to improve record quality.
Financial Administration
- Accurately process participant travel and other agreed support payments, ensuring appropriate auditable evidence is maintained.
- Support petty cash administration and reconciliation in line with company procedures.
- Record expenditure accurately and retain the required supporting documentation.
Key Performance Indicators
- Professional and welcoming reception standards.
- Accurate and timely completion of administrative tasks.
- Complete, accurate and audit-ready records and documentation.
- Compliance with data protection, safeguarding and organisational procedures.
- Effective support for enrolment, attendance and course administration.
- Positive contribution to the Quality & Compliance Team and wider Burton centre.
- Participation in regular one-to-one meetings, training and personal development activities.
Health and Safety
- Follow all Acorn Training health and safety procedures and fire regulations.
- Maintain safe working practices and complete all mandatory training.
- Report accidents, incidents, hazards and concerns in line with company procedures.
General
- Be aware of and follow all Acorn Training policies and procedures.
- Take part in regular one-to-one meetings to review objectives, progress, wellbeing and development.
- Complete training required to undertake the role effectively.
- Demonstrate Acorn Training’s professional standards, values and behaviours.
- Promote and uphold relevant statutory and organisational requirements, including Equality, Diversity and Inclusion, the Equality Act 2010, Health and Safety, GDPR, Safeguarding and Prevent.
- Undertake other reasonable duties commensurate with the level of the post.
Equity, Diversity and Youth Guarantee
This vacancy is being promoted through the Youth Guarantee programme as part of our commitment to supporting access to employment and career development opportunities. The role does not require extensive previous office experience, and candidates will be considered based on their transferable skills, potential, motivation and willingness to learn.
Applications are welcomed from suitably qualified candidates of all ages and backgrounds. Acorn Training is an equal opportunities employer and is committed to creating an inclusive workplace where everyone is treated with dignity and respect and has the opportunity to develop and succeed.
What We Offer
This vacancy is being promoted through the Youth Guarantee programme as part of our commitment to supporting access to employment and career development opportunities. The role does not require extensive previous office experience, and candidates will be considered based on their transferable skills, potential, motivation and willingness to learn.
Applications are welcomed from suitably qualified candidates of all ages and backgrounds. Acorn Training is an equal opportunities employer and is committed to creating an inclusive workplace where everyone is treated with dignity and respect and has the opportunity to develop and succeed.
What We Offer
- Full induction and role-specific training.
- Ongoing support from the Quality & Compliance Lead and wider team.
- Opportunities to develop administration, customer service and compliance skills.
- Experience within a professional and supportive working environment.
- Regular feedback, coaching and personal development.
- The opportunity to contribute to an organisation that supports people to progress in learning and employment.
Skills, Knowledge and Expertise
Qualifications and training
- Functional literacy and numeracy sufficient to complete the duties of the role (essential)
- Basic IT skills or a willingness to develop them (essential)
- GCSEs or equivalent in English and mathematics (desirable)
- Business administration, customer service or IT qualification (desirable)
Experience
- Experience gained through education, training, volunteering, work experience, retail, hospitality, community activity or another customer-facing setting (essential)
- Experience of organising tasks and meeting deadlines (essential)
- Previous reception, administration or office experience (desirable)
- Experience of handling payments, expenditure records or petty cash (desirable)
Knowledge
- Understanding of the importance of confidentiality, accuracy, professionalism and good customer service (essential)
- Knowledge of employability, education, training or welfare-to-work services (desirable)
- Awareness of quality assurance or compliance processes (desirable)
Skills and attributes
- Friendly and professional communication (essential)
- Good organisation and attention to detail (essential)
- Positive attitude and willingness to learn (essential)
- Reliable and punctual (essential)
- Able to work independently and as part of a team (essential)
- Comfortable asking for guidance and responding positively to feedback (essential)
- Experience using Microsoft Office, databases, management information systems or CRM systems (desirable)
Job Benefits
- Flexible working including home-based, centre-based, or hybrid job role dependant
- Up to 26 days annual leave, with the option to purchase up to 10 additional days
- Pension scheme to support your long-term financial wellbeing
- Training and professional development, including CPD workshops and professional qualifications
- Westfield Health Scheme with benefits including 13 healthcare services, cashback towards essential health bills, counselling and therapy treatments, fast access to MRI, CT, and PET scans, and discounted shopping vouchers
- Wellbeing initiatives including Wellbeing Wednesdays and the Mental Health at Work Pledge
- Disability Confident Leader, Menopause Workplace Pledge, Armed Forces Covenant, Ban the Box Employer, and secure prayer spaces
- Annual paid volunteering day and charity initiatives
- Cash incentives for Employee of the Month and Employee of the Year awards
- £500 Recommend a friend scheme