Job Summary
  • Salary
    £131.25 (per week)
  • Location
    Maidstone, Kent
  • Sector
    Business Admin Level 3
  • Duration
    12 Months
  • 1 Position Available
  • Closing Date
    17th August 2017
  • Employer Name
    Ski Amis Ltd
  • Distance from academy
    • 1.0 Miles
    • 5 Minutes
  • Address
    Maidstone ME14 5PP, United Kingdom

Job Description

The successful candidate will have a defined progression path - based on course results and job performance. On successful completion of the level 3 apprenticeship there will be an opportunity to progress onto level 4. The role involves providing general administrative support across the business, reporting to the General Manager.
The job description is divided into developmental phases which run alongside the formal training program to develop the individual into the role in a structured way over the course of the apprenticeship.  The development is cumulative – therefore tasks at each stage are added to those of previous stages.


From the outset the individual will be expected to take responsibility for the following tasks, and will be trained in the workplace to carry them out effectively.  In workplace training will consist of a formal “away from desk” overview of the task or set of tasks and its purpose in the organization as a whole, including how to carry out the work at a detailed level.  This will be followed by a period of carrying out the task, with checking and supervision, until it can be completed autonomously.


Due to the flexibility of this role, and the ever changing nature of the business, the job description will evolve over time as the business grows.


Stage 1


Finance Support


·         Scanning, numbering and keying of straightforward purchase invoices

·         Adding supplier payments

·         Creating client invoices for holidays and resort services

·         Checking sales team accuracy and correcting errors

·         Tracking client payments and providing credit control reports to sales to chase – chasing balances where necessary

·         Send out balance reminder emails

·         Taking client card payments

·         Filing sales invoices and maintaining the client files up to date

·         Filing purchase invoices

·         Running the reports from the reservation system

·         Keying the data into the input model


Sales and Marketing Support


·         Understand the sales process and deal with enquiries and reservations – as a backup to the sales team during busy periods, and as part of the shift rota

·         Develop an understanding of our products and services

·         Assist the Sales and Marketing Manager with preparation of documents, newsletters and social media and update online systems with pricing and availability information

·         Update of property details on the reservation system according to the standard format required


HR Admin


·         Prepare documents to support the HR process – updating existing training materials and supporting documents for the training programs

·         Assisting as required with preparations for the seasonal resort staff induction

·         Arranging interviews

·         Preparing employment contracts using templates and updating other HR documents

·         Updating job advertisements

·         Maintaining employee files


Office Facilities Management


·         Preparing the office rota in conjunction with the General Manager

·         Ensuring the office is kept clean and tidy at all times and enforcing the rota to achieve this


General Administration


·         Typing and formatting documents and presentations – sometimes of a confidential nature

·         Filing, scanning, copying and general administrative tasks


Stage 2


Finance Support


·         Managing the agency pre-bookings process for early self-catered reservations to ensure pre-bookings are followed up and confirmed as soon as possible

·         Agence contracts tracking for third party accommodation – ensuring contracts arrive as they should and accommodation is confirmed, setting up supplier payments, tracking balance payments and self-catered extras

·         Ensuring the financial system and the reservation system are synchronised at all times in relation to client bookings


Sales and Marketing Support


·         Annual update the list of supplier contracts required for accommodation, ski schools, ski passes, childcare services and travel services

·         Chase and check supplier contracts – ensure that all contracts are received and contain the right terms – keeping the log up to date and ensuring that supporting documents (such as copy insurance policies from accommodation suppliers) are also received

·         Arranging signature of contracts by an authorised company signatory and ensuring signed copies are received back from suppliers

·         Update resort information brochures sent to clients as prices and service information is received

·         For new resorts and products, preparation of a new information pack and sourcing of the required service suppliers – for example identify the ski schools operating in the resort, the ski shop location from our current supplier and the lift pass company details as well as any other facilities and activities in resort which would be of interest to clients as part of the business plan – then ensure the relevant service package is put together with the necessary contracts from the suppliers

·         Assisting with the update of sales support documents for each new season


HR and Recruitment


·         Maintain recruitment sites and adverts up-to-date, renewing and updating adverts as required according to instructions from the General Manager

·         Ensuring applications are complete on receipt and chasing any missing documents (CV’s or photos)

·         Arranging interviews and liaison with candidates as agreed by the General Manager

·         Preparing an interview schedule and printing application documents for interviews

·         Managing and filing applications in the online systems

·         Preparing and sending job offers and rejection letters

·         Dealing with all employee administration – ensuring documents are received in a timely manner following the job offers, scanning and copying documents as required to maintain the personnel files

·         Maintaining the holiday/leave planner for both resort staff and office staff

·         Requesting, chasing and reviewing employee references


Office Facilities Management


·         Managing all building services – building repairs, liaison with the landlord as necessary, managing contracts for equipment and service (such as fire extinguishers, office equipment, heating and air conditioning etc)

·         Purchasing – buying all local supplies required for the office including stationery and general supplies as well as managing the annual procurement exercise for resort in terms of checking deliveries, making sure invoices are received, dealing with discrepancies and preparing for shipment to France


Projects and Business Development


·         General support to the Management Team in relation to business development projects – such as research, analysing data, preparing reports and presentations


Working Week

Monday – Friday 9:00am – 5:30pm


Requirements & Prospects


Ideally a minimum of 5 GCSE’s C and above Including Maths, English and ICT (or equivalents)

Desired Skills

• You MUST have achieved at least 5 GCSE subjects grades A-C (4 to 9) including Maths and English at Grade 5 or above
• Organised and flexible person – committed to providing an excellent support service to the business and the management team.
• Strong numeric skills – logical thinker – high levels of accuracy and attention to details
• Commitment to personal development to become an integral part of the management team at the end of the apprenticeship
• Excellent PC literacy – the candidate will work towards high level skills in Word and PowerPoint and a good starting level would be beneficial

Personal Qualities

• Success and goal driven person – energetic and focussed

Future Prospects

There is the opportunity to progress onto level 4 and become a full time member of the team on successful completion of level 3.

  • Apprenticeship Length
    12 Months
  • Training Provider
    Aspire Achieve Advance Ltd
  • Academy Location


The Apprentice will work towards a Level 3 Advanced Apprenticeship for Business and Administration Professionals. The qualifications consist of:
• Advanced Apprenticeship in Business and Administration
• Level 3 Diploma in Business and Administration
• Level 2 Functional Skills English, Maths & ICT (if applicable)

Qualification Gained

Advanced Apprenticeship (Level 3)