Job summary
Worcestershire Acute Hospitals NHS Trust has an exciting opportunity for an apprentice administrator to join the Estates & Facilities Central Admin team, based at Worcestershire Royal Hospital. This ADVANCED Business Administration Apprenticeship offers you the chance to earn a salary, gain valuable work experience and new skills, whilst being supported to achieve a professional qualification. This is an opportunity not only to build your skills and confidence, but will also open up a wealth of possibilities for your future career within the NHS and its unique workforce.
We are looking for individuals who are enthusiastic, self-motivated and will also be keen to learn and willing to be flexible to meet the changing demands of the service.
Eligibility - Candidates must evidence:
- English AND Maths Level 2 is essential - GCSE grade C/4 or above, or equivalent in Functional Skills Level 2.
- Do NOT have a degree level qualification or higher in Business Administration or similar related subject.
- Have NOT completed an NVQ/QCF/Apprenticeship Standard Level 3 or higher in Business Administration or have considerable prior experience in an administrative role.
Candidates who have previously started or part completed a Business Administration Level 3 Apprenticeship, are requested to declare this on their application form.
Main duties of the job
- To undertake a range of administrative duties to support the work of the team.
- To act as first point of contact for all general queries
- To develop knowledge and skills.
- To be skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, record and analyse data, to provide a range of administrative planning and support in the team.
- To provide cover for colleagues as appropriate when required.
- There is a need to be able to work within a busy environment, prioritise workload with accuracy and to deadlines.
- Complete assignments and attend training sessions as part of the apprenticeship programme
Please see job description for more details
- Programme: Level 3 Business Administrator (Advanced)
- Duration: 19 months (includes end-point assessment)
- Training Provider: Herefordshire & Worcestershire Group Training Association (HWGTA)
- Study Time: 6 hours per week paid study time
- Salary: £14,772 per year, increasing to national minimum wage after 12 months
- Annual Leave: 27 days plus bank holiday
For further details contact: Elsa Acock, PA to Director of Estates & Facilities, email elsa.acock@nhs.net for queries about the role & Libby Marshall for queries about the Apprenticeship 07512 795840 or email libby.marshall@nhs.net
About us
Worcestershire Acute Hospitals NHS Trust is a large
acute and specialised hospital trust that provides a range of local acute
services to the residents of Worcestershire and more specialised services to a
larger population in Herefordshire and beyond.
The Trust operates hospital-based services from
three sites in Kidderminster, Redditch and Worcester
Our workforce is more than 7,000 strong, and our
caring staff are recognised as providing good and outstanding patient-centred
care. You could be one of them.
We are committed to recruiting the best people to
work with us. Our values, which we ask all staff to demonstrate, underpin our
everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are proud to have achieved Timewise
accreditation - this means we are committed to embedding flexible working
within our organisation as a flex positive employer.
DBS Checks and Costs
Any applicants who are offered posts requiring a
DBS check as part of their employment check will have the cost of this check
(at the current rate) deducted from their salary. Please see link in Supporting
Information section for more details on DBS checks and costs.
Job description
Job responsibilities
Job Purpose
- To contribute to the service provision of all divisional meetings.
- To provide diary and communications management on behalf of the senior leadership
team.
- To respond to correspondence, via email, verbal,
telephone and letters on behalf of senior leadership team members.
- To manage the paper and electric filing systems of
the department.
- To liaise with senior personnel from within the
organisation along with PFI partners and other external agencies.
Key Duties:
Following supervision and appropriate training the Apprentice
Administrator will be expected to efficiently undertake basic administration
and clerical duties to support the team:
- To contribute
towards the provision of secretarial support to the senior leadership team
utilising a full range of technical skills in the production of correspondence,
reports, and presentations.
- Pull
together data from various sources and produce reports and presentations.
- To
manage and action where necessary correspondence, deal with telephone and other
queries and provide information or redirect as appropriate.
- To
manage the senior leadership teams diaries, ensuring maximum efficiency of
their time to address appropriate priorities. Anticipate information and correspondence
needs to meet priority deadlines, ensuring they have the meeting papers and
appropriate information for attendance at Trust meetings in which they are
involved.
- To
maintain appropriate filing systems for the storage and retrieval of data
including sensitive and confidential information. Ensure systems are in place for monitoring
action and chasing of responses to ensure deadlines are met.
- To
assist with arranging, co-ordinating, preparation and the distribution of papers
and minuting of formal sub-committees of the Board and their associated working
groups.
General
Duties:- To
liaise with departments, wards, and PFI partners to generate responses with
regards to complaints and Freedom of Information requests.
- To
communicate via telephone or email with patients and visitors following PALs
(Patient Advice and Liaison Service) concerns.
- To assist
with the management of the risk register on behalf of the team ensuring team
members are notified when risks are uploaded that fall within their
responsibility and that their actions are carried out and updates provided and
recorded.
- To
provide cover for the rest of the administrative team including placing orders,
assisting with car parking queries, data input and general site queries.
- To
receive visitors and act as the first port of call for telephone calls to the
senior team dealing with matters wherever possible or referring as appropriate.
- To assist
with generating correspondence on routine and non-routine matters and to
compile letters for signature by the senior team concerning more complex
issues.
- To
assist with the maintenance of stationery stocks, ordering as required.
- To
undertake any relevant duties as deemed appropriate.
Job description
Job responsibilities
Job Purpose
- To contribute to the service provision of all divisional meetings.
- To provide diary and communications management on behalf of the senior leadership
team.
- To respond to correspondence, via email, verbal,
telephone and letters on behalf of senior leadership team members.
- To manage the paper and electric filing systems of
the department.
- To liaise with senior personnel from within the
organisation along with PFI partners and other external agencies.
Key Duties:
Following supervision and appropriate training the Apprentice
Administrator will be expected to efficiently undertake basic administration
and clerical duties to support the team:
- To contribute
towards the provision of secretarial support to the senior leadership team
utilising a full range of technical skills in the production of correspondence,
reports, and presentations.
- Pull
together data from various sources and produce reports and presentations.
- To
manage and action where necessary correspondence, deal with telephone and other
queries and provide information or redirect as appropriate.
- To
manage the senior leadership teams diaries, ensuring maximum efficiency of
their time to address appropriate priorities. Anticipate information and correspondence
needs to meet priority deadlines, ensuring they have the meeting papers and
appropriate information for attendance at Trust meetings in which they are
involved.
- To
maintain appropriate filing systems for the storage and retrieval of data
including sensitive and confidential information. Ensure systems are in place for monitoring
action and chasing of responses to ensure deadlines are met.
- To
assist with arranging, co-ordinating, preparation and the distribution of papers
and minuting of formal sub-committees of the Board and their associated working
groups.
General
Duties:- To
liaise with departments, wards, and PFI partners to generate responses with
regards to complaints and Freedom of Information requests.
- To
communicate via telephone or email with patients and visitors following PALs
(Patient Advice and Liaison Service) concerns.
- To assist
with the management of the risk register on behalf of the team ensuring team
members are notified when risks are uploaded that fall within their
responsibility and that their actions are carried out and updates provided and
recorded.
- To
provide cover for the rest of the administrative team including placing orders,
assisting with car parking queries, data input and general site queries.
- To
receive visitors and act as the first port of call for telephone calls to the
senior team dealing with matters wherever possible or referring as appropriate.
- To assist
with generating correspondence on routine and non-routine matters and to
compile letters for signature by the senior team concerning more complex
issues.
- To
assist with the maintenance of stationery stocks, ordering as required.
- To
undertake any relevant duties as deemed appropriate.
Person Specification
Experience
Essential
- Ability to work on own initiative, independently and as part of a team
- Communication skills: verbal, in writing and including the use of IT skills with basic knowledge of Microsoft Office and e-mail programmes
- Interpersonal skills to convey information and work effectively with colleagues, and maintain good working relations with other staff
Desirable
- Experience of working in a team
Personal Qualities
Essential
- Good communication skills to include good telephone manner
- Good time management
- Good organisational skills
- Ability to prioritise and plan workload and meet deadlines
- Have the responsibility for their personal development and completion of the Business Administration Apprenticeship
Desirable
- Good interpersonal skills working with people at all levels.
- Willingness to be flexible and adaptable
Additional job requirements
Essential
- Willing to undertake further training relevant to post.
- Flexibility
- On-site working
- Ability to travel between sites
Qualifications
Essential
- Maths and English GCSE grade 4 and above (C and above) or equivalent.
Person Specification
Experience
Essential
- Ability to work on own initiative, independently and as part of a team
- Communication skills: verbal, in writing and including the use of IT skills with basic knowledge of Microsoft Office and e-mail programmes
- Interpersonal skills to convey information and work effectively with colleagues, and maintain good working relations with other staff
Desirable
- Experience of working in a team
Personal Qualities
Essential
- Good communication skills to include good telephone manner
- Good time management
- Good organisational skills
- Ability to prioritise and plan workload and meet deadlines
- Have the responsibility for their personal development and completion of the Business Administration Apprenticeship
Desirable
- Good interpersonal skills working with people at all levels.
- Willingness to be flexible and adaptable
Additional job requirements
Essential
- Willing to undertake further training relevant to post.
- Flexibility
- On-site working
- Ability to travel between sites
Qualifications
Essential
- Maths and English GCSE grade 4 and above (C and above) or equivalent.
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
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).
