Job Description

My Key Responsibilities and Accountabilities for my job at DLP Planning Limited for the

Apprentice Admin Assistant include:

- Photocopying – This is so not only there is a copy on file but also accessible on other places

such as online.

- Filing – This is important to my role as I do the filing for DLP Planning Limited in Bedford this

goes into newest to oldest on the paper file. Also the filing also gets saved online on our

server also.

- Faxing and scanning – Scanning is important, as we scan correspondence which is going in

and what is going out. This is then saved onto the server and the paper file.

- Copy and audio typing as and when required – This is done from people’s meetings by their

notes they give me, recordings they have too.

- Accurate copying and collation of report appendices – This is vital in my job as we have a lot

of work we do that goes to clients, the Council, planning inspectorate etc. this needs to be

accurate copied and collated correctly otherwise this will not be presentable for others and for

DLP Planning Limited.

- Binding and collating reports and documentation – This is almost the same as I mentioned

above. (Please see accurate copying and collation of report appendices).Binding also requires

a clear plastic front and clear plastic back on the binding along with the comb. The binding

comb depends on size of document which needs binding. As I use many sizes.

- Setting up and maintaining client files. – At DLP Planning Limited we set up client files so

everything is in one place on paper file and on the online server. I maintain these by doing the

filling, creating up new client files, getting the bills from accounts so they can go in the client

file too.

- Ordering stationery – At DLP Planning Limited I order stationary however, this is on adhoc

basis (as and when required). I also complete weekly stock checks to so we do not over order

or order items we do not require.

- Answering incoming calls, transferring calls and taking messages. – This is important as we

have clients calling which need to be transferred to the correct member of staff. We also have

staff calling in other offices so we need to answer and transfer calls for these too. If the person

/ staff member they require is not available I take a message, this message then gets passed

to the correct member of staff by telling them & or by email.

- Prepare tea, coffee and lunches for meetings. – I prepare tea and coffee for meetings when

they are on as this is so the clients, staff have a drink. Lunches are ordered sometimes so

they can eat if there meeting will take a long while however, this is not done for every meeting.

- Distributing incoming post / signing for deliveries – I distribute incoming post to the correct

member of staff. As some post has to be opened first before the actual person it is addressed

to. I sign for deliveries what come into DLP Planning Limited in Bedford then these go to the

correct member of staff.

- Stamping and recording outgoing post – I frank / stamp the outgoing post this is also done by

recording the outgoing post this is done so the client is charged.

- Preparing documents for archiving – This is important as at our archive we have a lot of

items down their currently and need to think before we put documents down there. These

documents I prepare for archive are given to me and told they are dead and no longer

required, which then can go down to DLP Planning Limited Bedford’s Archive Facility.

- Copier maintenance (keeping paper stocked) and readings – This is so if people are visiting

they can view what DLP Planning Limited do. Get information on company information which

is available for them to read. I keep the paper well stocked at every printer and photocopiers

as these get used a lot throughout the day.

- Tidying office and ensuring kitchen is clean/tidy – This is so others can work in the area

clean and safe to work in.

- Maintain stocks of cleaning / sanitary products – This is so we can continue to work in a

clean fresh environment.

- Arranging maintenance for the building when issues arise – This is so the offices are safe

enough to work in, and other facilities are able to get used.

- Arranging travel / hotels for directors and staff – This happens when staff are travelling to

clients, sites and also staff away days.

- Booking meetings / meeting rooms – This is so meetings are organised, run correctly and so

there is no confusion.

- Maintaining databases/spreadsheets of company information. – These are done by

administrators so they can maintain and update company information such as, archive, job

files, client information etc.

- Laminating – I also use the laminator to laminate documents or contents pages or paper what is important which needs to be safe. This is also used on a regular basis too.