Job summary
An opportunity has arisen for an Apprentice to join the Estates and Facilities Hub Team at NUH and really make a difference.
As an Apprentice you will support the estates and facilities team, via a range of duties including administration tasks and supporting the hub team, in general office duties, filing, photocopying, typing up of letter and reports and raising purchase orders for goods and services, and receipting of goods.
As part of this role, the apprentices will work towards a nationally recognised Business Administration Level 2/3 qualification and will get involved in projects to grow their skills.
Main duties of the job
In addition to the below summary you need to familiarize yourself with full Job Description and Person Specification documents.
The post holder will become fully conversant and competent in providing administrative support within Estates and Facilities which provide essential corporate services across a large and diverse range of activities within the Directorate.
Training will involve working alongside the administrative staff within the different areas of the department working, under supervision:
To provide general office and administration support service to the administration team.
To undertake general office duties, for example, answering the telephone, taking messages, filing, photocopying, scanning, handling income and outgoing post, etc.
Assist the administrative team to arrange and administer meetings/conference/events, including booking venues, the preparation and distribution of papers.
Under supervision produce accurate letter, minutes, reports and maintain databases etc. as required.
Under supervision develop and maintain administrative support systems, including bring forward files and manual and electronic filing systems, ensuring that systems are effective in their use and are reviewed regularly.
To assist with the ordering of supplies as appropriate.
Assisting with the procurement of products/services via the Trusts purchase order system and receipting invoices as require.
Distributing and opening in-coming mail timely and dealing with appropriately.
About us
This is an exciting opportunity to join the Estates and Facilities Hub Team. Core working hours are Monday-Friday, between 8.00 a.m. - 4.00 p.m. Two Posts: QMC/City
Our organisation is driven by our strategic objectives and organisational values and behaviours.
We Build Trust,We Empower,We are Ambitious,We are Mindful,We are Nurturing,We are United,We are Honest.
Working in the NHS and at NUH is challengingyet rewarding. That is why we do all we can to support staff with rewards and benefits wherever we can.
We are able to offer dedicated physio support, discounted health treatments and access to fitness facilities.
We offer generous staff discount schemes with Boots and other local companies.
There's also the Blue Light Card which allows NHS staff access to discounts and offers from a host of national companies.
As part of our commitment to sustainability we also offer discounted travel schemes in partnership with local transport providers.
Job description
Job responsibilities
To provide general office and administration support service to the administration team.
To undertake general office duties, for example, answering the telephone, taking messages, filing, photocopying, scanning, handling income and outgoing post, etc.
To communicate with staff and visitors on a daily basis, providing support when required and working to help resolve any issues.
Assist the administrative team to arrange and administer meetings/conference/events, including booking venues, the preparation and distribution of papers.
Under supervision produce accurate letter, minutes, reports and maintain databases etc. as required.
Under supervision develop and maintain administrative support systems, including bring forward files and manual and electronic filing systems, ensuring that systems are effective in their use and are reviewed regularly.
To assist with the ordering of supplies as appropriate.
Assist in the tasks and duties of other staff within the team during periods of staff leave/absence to ensure that an effective quality service is maintained at all times and contributing to the work of the team.
To record and securely store information relating to confidential matters and enquiries.
Distributing and opening in-coming mail timely and dealing with appropriately.
Be able to competently use Hospital IT systems and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.
Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.
Undertake any other duties, which may reasonably be required.
To undertake an annual appraisal to identify any necessary personal development required to meet the objectives of the Team, and to further develop the post holders skills and role.
The post holder will be required to undertake mandatory training as and when required.
Communication and Working Relationships
To communicate as appropriate with a range of internal and external stakeholders and partners.
Responsibilities of the Post Holder
To contribute to the administrative work within their team.
To gain an understanding of how the team functions by providing support as required whilst gaining knowledge and experience and by undertaking training in the following:
NVQ level 2/3 in Business Administration;Certificate in principles of Business and Administration;Employment responsibilities and Rights;Functional Skills (including Personal Learning and Thinking Skills, English, Maths and ICT at Level 2.
Other Duties
It is the responsibility of each member of staff to maintain confidentiality at all times.
Staff must be aware of and adhere to the provisions of the Health and Safety at Work Act and ensure their own safety and the safety of colleagues and patients. Staff must be aware of the action to be taken in the event of fire and must attend fire lectures at least once a year.
Staff should be aware of their own individual responsibilities under the Trust Equal Opportunities Policy and ensure that they adhere to the provisions of the policy.
Any other duties which may be required from time to time as discussed and agreed with the Line Manager and Department Manager.
Job description
Job responsibilities
To provide general office and administration support service to the administration team.
To undertake general office duties, for example, answering the telephone, taking messages, filing, photocopying, scanning, handling income and outgoing post, etc.
To communicate with staff and visitors on a daily basis, providing support when required and working to help resolve any issues.
Assist the administrative team to arrange and administer meetings/conference/events, including booking venues, the preparation and distribution of papers.
Under supervision produce accurate letter, minutes, reports and maintain databases etc. as required.
Under supervision develop and maintain administrative support systems, including bring forward files and manual and electronic filing systems, ensuring that systems are effective in their use and are reviewed regularly.
To assist with the ordering of supplies as appropriate.
Assist in the tasks and duties of other staff within the team during periods of staff leave/absence to ensure that an effective quality service is maintained at all times and contributing to the work of the team.
To record and securely store information relating to confidential matters and enquiries.
Distributing and opening in-coming mail timely and dealing with appropriately.
Be able to competently use Hospital IT systems and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.
Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.
Undertake any other duties, which may reasonably be required.
To undertake an annual appraisal to identify any necessary personal development required to meet the objectives of the Team, and to further develop the post holders skills and role.
The post holder will be required to undertake mandatory training as and when required.
Communication and Working Relationships
To communicate as appropriate with a range of internal and external stakeholders and partners.
Responsibilities of the Post Holder
To contribute to the administrative work within their team.
To gain an understanding of how the team functions by providing support as required whilst gaining knowledge and experience and by undertaking training in the following:
NVQ level 2/3 in Business Administration;Certificate in principles of Business and Administration;Employment responsibilities and Rights;Functional Skills (including Personal Learning and Thinking Skills, English, Maths and ICT at Level 2.
Other Duties
It is the responsibility of each member of staff to maintain confidentiality at all times.
Staff must be aware of and adhere to the provisions of the Health and Safety at Work Act and ensure their own safety and the safety of colleagues and patients. Staff must be aware of the action to be taken in the event of fire and must attend fire lectures at least once a year.
Staff should be aware of their own individual responsibilities under the Trust Equal Opportunities Policy and ensure that they adhere to the provisions of the policy.
Any other duties which may be required from time to time as discussed and agreed with the Line Manager and Department Manager.
Person Specification
Training & Qualifications
Essential
- Functional skills level 1 in English, Maths and ICT (or equivalent)
Desirable
- GCSE Grade C or above in English and Maths (or equivalent)
Experience
Desirable
- Previous experience of working within an administrative setting
Communication Skills
Essential
- Good communication skills
- Demonstrates understanding of patient/client confidentiality
Analytical/Judgement Skills
Essential
- Ability to work in a non-discriminatory manner to ensure equal opportunities / work sensitively with a diverse group of people
Planning/Organisational Skills
Essential
- Good organisational skills
Person Specification
Training & Qualifications
Essential
- Functional skills level 1 in English, Maths and ICT (or equivalent)
Desirable
- GCSE Grade C or above in English and Maths (or equivalent)
Experience
Desirable
- Previous experience of working within an administrative setting
Communication Skills
Essential
- Good communication skills
- Demonstrates understanding of patient/client confidentiality
Analytical/Judgement Skills
Essential
- Ability to work in a non-discriminatory manner to ensure equal opportunities / work sensitively with a diverse group of people
Planning/Organisational Skills
Essential
- Good organisational skills
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).