Apprentice Office Administrator

Administrative Support
• Provide administrative support to the management team to assist with the smooth running of projects and business operations.
• Prepare and organise project site boxes and associated documentation.
• Maintain accurate electronic and paper filing systems.
• Assist with the preparation, distribution and management of project documentation.
• Ensure records and databases are kept accurate and up to date.
• Support colleagues with general administrative duties as required.
Procurement and Supplier Support
• Assist with placing orders for materials and services in line with project requirements.
• Obtain quotations from suppliers and support the team in identifying cost-effective solutions.
• Maintain supplier records and update purchasing information as required.
• Monitor deliveries and communicate any delays or issues to the relevant team members.
• Assist in developing positive working relationships with suppliers and subcontractors.
Health & Safety Administration
• Support the preparation and maintenance of project health & safety documentation, including Construction Phase Plans, Risk Assessments and Method Statements.
• Liaise with external health & safety consultants and training providers as directed.
• Ensure project health & safety records are accurately maintained and readily accessible.
• Assist with the management of COSHH records, accident books and first aid equipment.
• Support the scheduling and administration of statutory inspections, equipment servicing and maintenance records.
• Assist in maintaining records of employee health & safety training and certifications.
• Provide administrative support in the completion of client pre-qualification questionnaires (PQQs) and health & safety accreditations, including SafeContractor and other industry schemes.
Project Coordination
• Assist Project Managers with the preparation and administration of project documentation.
• Support the compilation and distribution of project walkthrough information.
• Update project records and documentation as instructed.
• Assist in obtaining permits, access approvals and other documentation required before project commencement.
• Communicate project information to relevant stakeholders where required.
Site Coordination
• Assist in communicating site-specific requirements, including access arrangements and site rules, to contractors and operatives.
• Support the scheduling of subcontractors and suppliers in accordance with project programmes.
• Raise any potential scheduling issues or conflicts with the relevant Project Manager.
Reception and Customer Service
• Answer incoming telephone calls promptly and professionally, directing enquiries to the appropriate person.
• Welcome visitors to the office and ensure sign-in and sign-out procedures are followed.
• Manage incoming and outgoing post, deliveries and couriers.
• Provide a professional first point of contact for clients, suppliers and visitors.

We host supporting workshops regularly throughout the apprenticeship which you will attend in person at our designated training site/campus. These workshops are carefully designed to support the learning required throughout the apprenticeship programme.

You will work with expert assessors and tutors to develop new knowledge, skills and behaviours within the profession.

You will experience a blended learning model.

Please note: This is an apprenticeship vacancy, and the advertised closing date is provided as a guide only. The employer wishes to review applications and interview suitable candidates as they are received. As a result, this vacancy may close earlier than the advertised date if a suitable candidate is identified or if a high volume of applications is received. We therefore encourage interested applicants to apply as early as possible to avoid disappointment.

Upon successful completion of this apprenticeship, there may be the opportunity for further learning at a higher level to support your ongoing career.

Jephsons is an award-winning interior fit-out specialist providing first-class services to the food retail, hospitality and catering industries. Come to us and get over 40 years' manufacturing and fit-out experience with a reputation for attention to detail, high quality and a commitment to on-time, to budget project management.