Business Administration Apprentice - Level 3 -Circle Insurance Services (Nottingham) Ltd- Coventry

Apply From: 7th of April 2020
Application Deadline: 30th of May 2020
Salary: £145.25 per week
Start Date: 8th of June 2020

Business Administration Apprentice - Level 3

Employer: Circle Insurance Services (Nottingham) Ltd


Telephone/Reception duties:

  • Answer all switchboard in-coming calls promptly (within 3 rings) in a professional and courteous manner
  • Put all switchboard in-coming calls through to the correct personnel, giving basic details (i.e. caller’s name, where they are calling from, nature of call) 
  • Take accurate written details of any switchboard in-coming calls when the correct personnel are unavailable and email details to them
  • Greet visitors in a prompt, courteous and professional manner and offer refreshments where appropriate
  • Ensure the visitors book is updated as appropriate

Incoming/Outgoing post:

  • On receipt of incoming post, open and sort into services and finance, date stamp each piece of post
  • For all outgoing post, ensure all post is enveloped and stamped
  • Collect outgoing post from all departments nominated outgoing post trays throughout the office several times through the day
  • Ensure there are sufficient address labels in stock

Office maintenance:

  • Deal with arranging office, car park and warehouse maintenance as and when required (e.g. plumber, heating engineer, electrician, gardener etc.) and conduct various ad hoc duties as per admin manual

Basic stationery:

  • Manage stationery supplies to ensure adequate stock levels at all times
  • Compile stationery orders on a weekly basis and be pro-active to ensure adequate stationery is ordered and available to staff during any times of known absence
  • Ensure stationery cupboards are kept tidy and locked
  • Regularly review and compare costs with other suppliers

General admin duties such as:

  • Typing and copy-typing letters, memos, extracts from documents etc.
  • Photocopying
  • Making telephone calls
  • Laminating
  • Pulling out files
  • Refiling
  • Updating spreadsheets
  • Scanning - scan incoming CFS post to relevant employees

Board meetings:

  • Be involved in board meeting preparations (e.g. ensure sufficient equipment set up, place sandwich orders in advance, provide refreshments throughout the meeting)

Equipment maintenance:

  • Contact suppliers as and when cleaning/repairs/maintenance is required
  • Ensure that there is always a spare toner in storage for each different printer
  • Order new supplies as required and be pro-active in times of known absence
  • Equipment photocopier waste toner boxes - make sure that these are ordered when required as they not sent by the suppliers automatically

Office celebrations:

  • Purchase and circulate birthday cards for Coventry employees (plus special occasions e.g. weddings, births etc.)

Telephone lists:

  • Ensure all internal telephone lists remain up to date with known leavers, joiners, desk moves


  • Determine office opening days/hours
  • Establish all available staff ensuring sufficient master key holders available to open and lock up the office on each day
  • Make office party arrangements
  • Arrange ‘secret santa’
  • Purchase corporate Christmas cards

Administration on Insurers Terms of Business:

  • Save TOBA’s on Acturis and update spreadsheet of insurers terms
  • E-Mail instructions to create new insurers on Acturis System

Third party letters:

  • Write to third party insurers to confirm clients premiums are paid to insurers for the group

E-Mail client and agents Statements:

  • E-mail client's and agents statements monthly on group basis
  • Send zip files of statements to other offices on a monthly basis
  • Send out overdue letters either by e-mail or covering letter by post monthly
  • Create batch statements on Acturis monthly
  • Ad hoc - paying small insurers via Acturis System on a monthly basis


  • Update Sharepoint with new employees
  • Update accounts and central services documents and introduction documents with new employees

Health & Safety:

  • Keep reception area and lobby area tidy/professional looking and free from Health & Safety issues

Office upkeep and key & ages register:

  • Ensure all office upkeep is completed as per admin manual
  • Ensure kept up to date when staff have been issued keys upon joining and when staff leave
  • Ensure dates of birth are kept up to date on register to ensure staff celebrate special birthdays


  • Maintain current professional indemnity insurance (if required) and public liability insurance for all contractors working in the office and keep the register up to date

Key Performance Indicators:

  • Ensure maintenance of competence by constantly reviewing own training needs and in conjunction with line manager, address those needs in an appropriate and timely manner 
  • Record all training and development on the internal Continuous Professional Development (CPD) Return

Compliance responsibilities:

  • Report any identified non-compliant behaviour or any detrimental actions against TCF initiatives to the Compliance Manager
  • Keep accurate electronically stored registers etc using the firm’s standard templates

Personal development:

  • Co-operate with any requests made by line manager, compliance manager, internal auditors or external auditors. Agree a personal development plan with the Chairman/ Board to ensure that competence is attained, by undertaking a training programme and obtain additional development activities as required by the Circle Group
  • Ensure maintenance of competence by constantly reviewing own training needs and, in conjunction with the Chairman/Board, addressing those needs in an appropriate and timely manner

Weekly wage: £145.25

Working week: Monday to Friday: 09.00am – 17.00pm with an hour for lunch.

Total hours per week: 35.00

Expected duration: 2 years

Possible start date: 08 June 2020

Personal qualities: 

  • Positive attitude
  • Motivated
  • Enthusiastic
  • Ambitious
  • Able to work well in teams
  • A willingness to learn
  • Professional and articulate
  • Confident
  • Team player
  • Confident and polite telephone manner

Desired qualifications:

  • GCSE grades 9-4 (A*-C) in English and maths or equivalent qualifications

See all opportunities by WCG (Warwickshire College Group)