Business Administration Apprentice

Duties/responsibilities to include:

• Assist finance manager, managing director, and business manager with administrative processes on a day-to-day basis
• Ensure customer satisfaction through commitment to quality objectives
• Enhance Dot Medical’s reputation in the market through attitude and reaction during customer facing tasks
• Open/close office on time as necessary, including dealing with any voicemail messages left during out of office hours
• Answer the telephone, dealing promptly with all enquiries and communicating messages to the team, receive and distribute incoming mail
• Make travel and hotel arrangements for company personnel
• Receive sales orders by e-mail, e-ordering, and fax; pick and pack product, process sales order on accounting system and create shipment paperwork
• Monitor and update staffing diary
• Create, monitor, and record notes and process invoices for “jobs”
• Receive, unpack, check, and store incoming product including sign-off of acceptability, record deliveries on accounting system
• Monthly stock-check
• In absence of finance manager, place orders for urgently required product requesting authorisation from the managing director
• Create quotations on request from business manager and product specialists and monitor their progress. Despatch marketing information as required. Ensure that hard and electronic copies of product literature are always available
• Respond to letters, fax and email from customers and team members. Ensure all paperwork is correctly filed in a timely manner
• Assist finance manager/quality and regulatory advisor with quality management system administration as requested
• Monitor progress of all customer complaints and gather customer feedback
• Attend team meetings
• Report immediately and accurately all customer and product related events (customer feedback, product and legal issues etc) to finance manager/quality and regulatory advisor
• Track and record all movements of inventory and loan equipment. Decontaminate equipment on return to stock
• Co-ordinate the exhibition product requirements and arrange for delivery of exhibition equipment to site (when appropriate)
• Co-ordinate appropriate storage of exhibition equipment (pre and post exhibition)
• Review, update, and re-order supplier literature when necessary
• Tidy and maintain the administration cupboard and contents
• Apply correct postage to all mail and ensure it is despatched on time
• Order stationery and office supplies
• Ensure office is clean and tidy at all times, including vacuuming, rubbish removal and washing of crockery, etc.
• Maintain stock of beverages for office personnel
• Any other duties deemed necessary by the company
• Maintain and acquire new skills and process knowledge
• Acquire and develop all necessary skills in accordance with the company’s personal development programme