Office Administrator

Apprentice – Southend on Sea

Job Description:

This office administrator role is a great opportunity to join & learn from an experience and passionate team. Swiftclean is established with growth plans; we are looking for talented employees who are willing to learn and want to join our knowledgeable team.

What will you be doing:

  • Assist with contacting clients to book in or move service delivery start/finish dates, confirm by email and prepare and send all required contract correspondence (security clearance, method statements, risk assessments etc.) Including sending jobs to accounts dept for invoicing and updating digital compliance system, with progress of job coordination
  • Book staff accommodation if required and updating programs of works
  • Production of compliance reports, including keeping the ‘Spilt’ files up to date and liaising with external staff to resolve report queries
  • Production of clients legionella log books/training folders
  • To answer all incoming calls, establish priority of the calls, directing to the relevant/department and to take clear and accurate messages ensuring they are notified as appropriate
  • To be familiar with and use all functions of the phone system
  • To greet visitors in a friendly and professional manner and to ensure that the person they are visiting are advised of their presence
  • Attend meetings, take minutes, type and distribute and arrange lunches / beverages as required
  • Support with general administration tasks
  • Management of the meeting room diaries – ensuring meeting rooms are prepared in advance (including organising catering needs, if required) and are always left tidy
  • Distributing incoming post
  • Monitoring and ordering stationery for the office and external staff

Desired skills and personal qualities:

  • Communication skills
  • IT skills
  • Attention to detail
  • Organisation skills
  • Customer care skills
  • Problem solving skills
  • Administrative skills
  • Number skills
  • Logical
  • Team working
  • Initiative
  • Non judgemental
  • Patience

What training will you take and what qualification will you get at the end:

  • You will achieve the Level 3 Business Administration Apprenticeship Standard.
  • There will be workshops to attend via Zoom.
  • You will have a mentor who will support you on a one to one basis.
  • In-house training will be given to support specifics of the role.


  • GCSE or equivalent English (Grade 4/C) essential
  • GCSE or equivalent Maths (Grade 4/C) essential


  • 37.5 hours a week


  • SS2 6UN