Business Admin Apprentice
(Debenhams Ottaway LLP)

At Debenhams Ottaway, the client and our people are always at the heart of what we do. This role (Practice Support Apprentice) ensures that clients are welcomed into a clean, welcoming office and that team members have facilities required to deliver an excellent service. 

Key Responsibilities

Facilities and General Office:

• Administration in relation to Departmental credit cards and invoicing processes
• Cover for Reception team
• Monitoring of department inboxes as required
• Taking minutes for weekly Operations meeting and other meetings as required
• Administration of firm’s car parking arrangements
• Assisting with the destruction of files
• Deputise for Head of Operations at People Updates meeting
• On rota for opening of Ivy House
• Undertaking the administration of signing of new contracts for the firm and ensuring records are updated
• Assisting with the processes for desk/office moves
• Assisting with issues and trained up to use of the Digital Post room system
• Receive training and undertake DSE Assessments for the firm
• E-business cards – administration for new starters and leavers
• Assistant with the setup and set down of Events
• Undertake Facilities Inductions on new starters first day
• Maintaining the PSG contract admin for any contracts that sit with PSG teams
• Production of security passes as and when required

Marketing and Business Development: 

• Support for running of staff and hosted events
• Support marketing team at external events e.g. TEDx St Albans, St George’s Day, Pub in the Park St Albans
• Coordinate with facilities team for events hosted at Ivy House
• Production of name badges
• Support the Marketing Executive with meeting and greeting guests
• Run reports such as client surveys, business source and relationships calendar
• Support the Social Impact Team with organising fundraising and other administration
• Coordinate marketing and client experience meetings and take notes, where required
• Carry out research on competitors, clients and other organisations
• Support with the starters and leavers process
• Internal events administration (in conjunction with Marketing)
• Assist with the organisation and coordination of firm wide events throughout the year

People Team

• Update and maintain accurate records on the firm’s HR system (Cascade)
• Recruitment administration
• Support with the starters and leavers process
• Assist with the HR and Recruitment inboxes
• Maintain and update records for individual/firm wide memberships/subscriptions
• Coordinate and administer work experience placements
• Organise meetings and room bookings
• General administration duties (including photocopying, filing, typing)
• Produce standard letters
• Assisting with the co-ordination of induction process and working through the induction checklist
• Taking minutes for HR meetings as required
• Work through the leaver checklist to ensure this is complete before the employee leaves the firm
• Organise firm wide internal training and booking external training courses
• First point of contact for staff phoning to report sickness/absence, updating relevant individuals on staff absences daily and ensure this is logged on the system
• Assisting with production of HR reports

Compliance

• Update and maintain accurate compliance records on Cascade
• Co-ordination of DBS checks for renewals and new joiners, including undertaken checks, updating DBS system, maintaining database, ordering credits and updating Cascade
• Co-ordination of Mandatory training portal (Vinci Works) including but not exhaustive, setting up new joiners, setting up and arranging courses for firm wide training, providing monthly reports and ensuring all staff compliant
• Update staff Users on PPMT

Why apply for this vacancy:

• Great learning opportunities in a regional law firm within the wider Practice Support team
• Wide range of company social events
• Good city location

Desired Skills and Qualities

• Solid administration experience is essential.
• Organisation skills including the ability to prioritise work.
• Service orientated
• Confident communicator with good written and verbal communication skills
• Good time management – capable of prioritising different and sometimes conflicting demands either on own initiative or through manager’s support
• Strong computer literacy – Microsoft Word, Excel, PowerPoint and Outlook
• Accuracy and attention to detail
• Ability to cope with pressure and maintain a calm manner at all times
• Positive “can do” attitude
• Good written and verbal communication skills
• Excellent organisational skills
• Maintain absolute confidentiality in relation to Debenhams Ottaway staff matters
• Capable of manual handling
• Takes initiative to find work in quiet periods
• Ability to follow instructions given
• Service driven and willing to ‘go the extra mile’ for internal and external clients
• Ability to drive and access to own vehicle

Desired Qualifications

• GCSE or equivalent Grade 4/C or higher in maths and English desirable but not essential.
• Applicant must not already hold a level 3 or higher in Business Admin

Future Prospects

• Possibility of future employment if available.
• Role within Practice Support Team i.e. Marketing, Finance, Facilities, IT

Training:

• Full training to be provided by the employer and KEITS at the place of employment.
• The applicant will be working towards a Level 3 Business Administration Apprenticeship
• The learner will be allocated an industry specific training consultant who will provide both remote and on site visits throughout the apprenticeship.
• The apprentice will work towards an End Point Assessment (EPA) at the end of their apprenticeship.
• If you would like to read more about the course content for this apprenticeship, please follow the below links:
• https://www.instituteforapprenticeships.org/apprenticeship-standards/st0070-v1-0

Things to consider

• KEITS Training Services Ltd reserves the right to close the vacancy earlier than the listed closing date should the need arise.
• To Apply click Apply for this Role and for our top tips on how to fill out your application form click here
• Applicants may not hear if they are unsuccessful due to the popularity of our vacancies.