Apprentice Private Pay Sales Administrator

Job Description

Employer Description

We provide TECS (Technology enabled Care Services) to the vulnerable and elderly to help them to live independent, secure lives within their own homes.

Travel Information:

17 minutes by bus from Ashford station or a 39 minute walk

Description of Vacancy

To help administer the service we provide, including liaising with stores, engineers, finance and most importantly our customers. This will include e-filing; task reminders; campaign work; telephoning customers and/or relatives, working closely with colleagues in our Private Pay Sales team. This can be a highly visible role within the organisation, as such the post holder will need to be an ambassador for Red Button/Red Alert and their clients’ at all times, a professional outlook and approach is mandatory.

Key Responsibilities:

  • To fulfill the administrative functions designated internally and by PP’s clients
  • To field and process web based and telephone PP faults/collections
  • Sensitively handling PID (Personal Identifiable Data) to company/GDPR standards
  • To schedule the TA/Engineer’s diaries efficiently
  • To assist the PP Coordinator with any responsibility in times of high volume
  • Ensure all databases are maintained to the highest possible standard
  • Assist the Engineers’ or Advisors’ with any queries they have
  • To engage in training as required to fulfill all aspects of the role
  • To maintain professionalism at all times in all communications with our customers
  • To liaise with the stores team to ensure orders are being processed in a timely manner

Daily Responsibilities:

  • Taking calls and web enquires from the public & clients and administering queries directly
  • Monitoring email boxes to deal with email requests
  • Updating client bespoke databases i.e., SBR, TOM, Zoho & MSDynamics
  • Keeping contract customers (the purchaser), i.e., service users, friends and family, carers etc up to date with the progress of their purchase
  • Keeping contract clients’, i.e., local authorities, referrers, social workers up to date with the progress of specific PP referrals
  • Complete a daily timesheet
  • Any other reasonable activities delegated by your line manager
  • Calling to follow up self-install sales; fault replacements & returns
  • Calling to book appointments (installs, faults and collections)
  • Co-ordinating with and dealing with queries from the engineering team
  • Liasing with stock control team & finance team as necessary
  • Attending PP meetings as and when required (either face to face or via conference call, at the company’s discretion)

Weekly Responsibilities:

  • Administer the liaising with stock control to ensure the correct stock levels, refurbishment levels, returns received & RTM situation as necessary
  • Liaise with admin team and stores team to ensure the ‘jiffy’ returns/faults dashboard is kept up to date and actioned.

Monthly responsibilities:

  • Assisting the PP lead with monthly statistics collation for internal and external use
  • Attending the Red Button LTM, when required
  • One to one progress meeting with PP Lead or Coordinator

Other responsibilities:

  • Engage in regular training to ensure the expected standards of our customers & clients are consistently met
  • Any other responsibilities delegable by the Red Alert/Red Button management
  • Assist the Funded Telecare Team in all areas at busy times
  • Attend onsite meetings, in contract areas, with prior notice, if and when required


£231 per week


9am-5pm working days

4 days office based work - 1 day training (exact days TBC)
Lunch break is 1hr (unpaid)

20% paid time during working hours is given to complete training, referred to as "Off the Job Training"

Skills Required

  • Proficiency in Microsoft Office Suite
  • Good time management and attendance record
  • Communication skills
  • Good written skills
  • Attention to detail
  • Problem solving
  • Team player

Personal Qualities

  • Presentable appearance
  • Reliable
  • Trustworthy
  • Diligent
  • Empathetic
  • Enthusiastic
  • Well spoken

Qualifications Required

GCSE Level 9-4 (or Grade A-C) in English and maths, or equivalent qualifications in these subjects

Training Provided

On the job training with the employer whilst working towards the Apprenticeship Standard - Business administrators have a highly transferable set of knowledge, skills and behaviours that can be applied in all sectors. This includes small and large businesses alike; from the public sector, private sector and charitable sector. The role may involve working independently or as part of a team and will involve developing, implementing, maintaining and improving administrative services. Business administrators develop key skills and behaviours to support their own progression towards management responsibilities.

Additional Detail

As of 1st April 2024, the NMW for Apprentices is £6.40 per hour. This applies to 16-18 year old Apprentices and those aged 19 and over in the first year of their Apprenticeship. For all other Apprentices the Apprentice National Minimum wage appropriate to their age applies.

The wage for Apprentices applies to both time spent on the job plus time spent in training.