Job Description

Office and Productions Assistant - Apprentice

Job Summary

We are a small independent company based in Newcastle upon Tyne, who specialise in the design and manufacture of Gobos (optical glass filters for image projection purposes). Please see our website: www.projectedimage.com for more information.

We are planning to expand our business and take on an apprentice with a sociable personality, a good understanding of working in a close team and ambition to learn more to help grow personally and the business. The course you will be undertaking will be in business administration level 3 which can be tailored to our needs.

We are looking for an individual with an enthusiastic and positive attitude towards work, as well as a dedicated and flexible approach to working being a small business as the role will involve working in several parts of the business from design to manufacturing as the role progresses.

Main Responsibilities

Administrative Support

Scheduling and time management: Assisting with managing calendars, scheduling meetings, and organising events or travel arrangements. Correspondence: Handling phone calls, emails, and other communications. This might include answering queries, forwarding calls, or managing incoming and outgoing mail. Document Management: Creating, editing, and filing documents like reports, memos, and presentations. This could also involve maintaining records, databases, and filing systems.
Customer Service

Client Interaction: Communicating with clients or customers to address their needs, answer questions, or direct them to the appropriate person. Issue Resolution: Handling customer issues, and escalating them to the relevant member of staff if necessary.
Data Entry and Management

Inputting Data: Entering data into spreadsheets, databases, or customer relationship management (CRM) systems. This could involve updating client information, sales records, or financial data. Data Verification: Ensuring accuracy of the data entered, correcting any discrepancies, and updating records as needed.
Basic Financial Tasks

Invoicing and Payments: Assisting with the preparation of invoices and providing them for customers. Budget Tracking: Monitoring and updating budget information for office supplies.
Office Management

Supply Management: Ordering and maintaining office supplies, equipment, and inventory. Facilities Coordination: Ensuring the office environment is well-maintained, managing repairs or services, and coordinating with vendors.
Manufacturing skills

Attention to Detail:We are seeking candidates who demonstrate attention to detail, especially when working with delicate and complex materials like glass. The importance of precision and being capable of handling materials that may not always cooperate, as well as handling technology that can sometimes be unpredictable due to various factors. Commitment to Cleanliness and Safety Standards : Maintaining a clean and organised work environment. Ensuring cleanliness and safety not only supports efficiency but also contributes to the overall quality and safety of our operations. Independent Work Ethic and Accuracy in Stock Management: The role involves managing your workload independently once tasks have been assigned. We are looking for candidates who can take instructions well, work efficiently under tight deadlines, and maintain accurate stock records. The ability to manage your responsibilities and ensure precision in stock management is essential for success in this position.
Additional Responsibilities -

Support for Higher Management

Research: Conducting basic research to support reports, presentations, or projects that senior staff are working on. Project Assistance: Helping with specific projects, which might involve organising information, gathering data, or coordinating with different departments.
Basic Reporting

Generating Reports: Preparing simple reports based on data or performance metrics in various formats from charts to spreadsheets, and summarising findings for management.
General Office Duties

Team Support: Assisting various team members with ad hoc tasks, whether they be related to a specific department or general office needs. Cleaning: Assisting with keeping the office clean.
Skills Required:

Great organisational Skills: Ability to manage multiple tasks and priorities effectively. Strong communication Skills: Strong verbal and written communication abilities. Attention to detail: Ensuring accuracy in data entry, document preparation, and manufacturing. Proficiency with standard office software: Familiarity with tools like Microsoft 365 (Word, Excel, PowerPoint) and potentially CRM systems. Time Management: Ability to work efficiently, meet deadlines, and manage workload. Ability to work with hands on delicate materials including glass and metal. Creative thinking and problem solving Strong mathematical skills
Job Type: Apprenticeship

Education:

GCSE or equivalent (Required) Strong mark in English and Mathematics
Location:

Newcastle upon Tyne or surrounding Tyne and Wear area (Required)
Job Type: Apprenticeship

Pay: 7.55 per hour

Expected hours: 37.5 per week

Schedule:

Monday to Friday
Language:

English (required)
Work Location: In person

Reference ID: PI220725