Business Admin Assistant Apprentice

Duties / Responsibilities:

Handle incoming telephone calls, responding to queries or directing them to the appropriate team. Support the recruitment process, including drafting and posting job adverts, screening CVs, contacting candidates, and coordinating interviews. Accurately take and distribute minutes for meetings. Coordinate and deliver company inductions for new starters within Personnel & Securities, ensuring all necessary documentation (contracts, declarations, policies) is provided, signed, and filed correctly. Conduct right-to-work checks in line with current legislation and monitor visa expiry and compliance. Liaise with internal departments including Payroll, Operations, Training, and Health & Safety to ensure smooth information flow and task coordination. Maintain up-to-date employee records, including driving licence checks, booking health assessments, tracking training assessments, and monitoring SIA licence validity. Prepare and participate in biannual training file audits with the Port of Tilbury. Ensure compliance with GDPR in all administrative processes. Maintain and update the HRIS system throughout the employee lifecycle and provide first-line support for staff HRIS queries. Perform general office administration duties and support the management team as needed. Undertake any reasonable tasks or projects requested by management.

What We're Looking For:

Previous administrative experience desirable. Excellent organisational skills with the ability to manage multiple tasks effectively. Strong written and verbal communication skills. High attention to detail and accuracy. Proficient in Microsoft Office Suite (Word, Excel, Outlook). Ability to handle sensitive information with discretion and integrity.

Training:

All training will be carried out within the workplace during working hours.

We aim for you to complete your Apprenticeship with the use and ease of eLearning, encouraging you to submit evidence via your eportfolio. 

We will set you targets that are specific to your needs, training you as we go on what you need to know. The qualification will be adapted to suit your exact job description and your organisation’s needs; however, it is flexible and easily fits in with your normal everyday work.

You must complete at least 6 hours a week off-the-job training and this will be discussed and planned with your employer. This could be in the way of mentoring, job shadowing, spending time on set tasks and assignments and/or researching.

Every 3 months your trainer and employer will complete a formal Progress Review with you. This will check that you are on target. If you are not, then your plan will be amended, and any additional training and development needs will be addressed.

Full training will be given leading to a recognised Business Administrator Apprenticeship Standard Level 3 Qualification.

Off-the-job training will be supported by our Training Provider - Davidson Training UK Ltd.

You will also complete the Functional Skills in maths and English up to and including Level 2 (if you already do not hold the equivalent).

Training Outcome:

Full-time position available; providing successful completion of the apprenticeship. 

Employer Description:
HDS Personnel has steadily developed a reputation for providing a quality, multi skilled workforce in Essex Area. Initially formed in 1987 HDS Personnel has since expanded its activities to cater for a range of firms within the Port of Tilbury and externally Clients bringing substantial skills to the local logistics and warehousing and rail industry. HDS Personnel considers its mission to be “To continue to expand through the provision of tailor made solutions to clients’ labour requirements, whilst sustaining an unrivalled reputation for putting our customers first and looking after the welfare and development of our staff”.

Working Hours :
Monday to Thursday 09:00 – 17:00 - Friday 08:00-16:00 (subject to change with needs of the business)

Skills:
Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Problem solving skills,Presentation skills,Administrative skills,Logical,Team working,Initiative