Business Admin Apprentice

Job description

Job responsibilities

Key Duties

Provide cover on reception, receiving clients and customers into the Working Well centre in a friendly and professional manner.

Deal with face to face or telephone enquiries, convey messages and transfer calls as necessary whilst maintaining confidentiality at all times.

To assist in the process of making, cancelling and rescheduling appointments.

Attend team briefings/training/meetings and assist with administration where required.

Input key information onto the database Cority/ files for new employees. Actively update any changes on personnel details e.g. surname, addresses, job titles, manager details.

To sort and distribute mail.

Reporting and following up of maintenance requests.

To answer queries within own range of knowledge, using own initiative, signposting, and seeking assistance where required.

Follow all relevant policies and procedures.

Manage own time effectively.

To ensure that security in the work environment is maintained, locking doors and windows, challenging unknown persons who enter the work area and by wearing the Trust identity badge at all times whilst at work.

Maintain confidentiality of information gained in the execution of all duties.

To act as an ambassador for the department and promote its services.

Any other duties as deemed appropriate by senior staff.

Knowledge, Training and Experience

Accountable for successfully completing the Level 3 business administration apprenticeship and delivering work programmes to evidence progress in support of this. Attend all of the training sessions for the programme, whenever necessary. Undertake any necessary written work at home during the length of the course.

Our Shared Values and Behaviours

We are committed to delivering outstanding care and creating a culture where everyone feels respected, valued and supported. We seek individuals who share our purpose of helping people live healthier, more fulfilling lives, and who are motivated by our mission to be the best team we can be. You will be expected to uphold our values by communicating openly, acting with kindness, showing respect for others and taking responsibility for your actions. These values guide how we work together and continually improve the care we provide.

Our values are:

• Being open and honest we all communicate clearly and honestly, asking for help when we need it, and making it easier for the people around us to share ideas and concerns.

• Ensuring people feel cared for we all take responsibility for actively supporting and nurturing a kind and compassionate environment for ourselves and others.

• Showing respect for everyone we all act with consideration and fairness, valuing each other as individuals and appreciating our different perspectives.

Standard Clauses:

The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be asked to undertake otherreasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs.

Competence

The post holder is responsible for limiting their actions to those which they feel competent to undertake. If the post holder has any doubts as to their competence during the course of their duties then they should immediately speak to their line manager or supervisor.

Codes of conduct

All employees of the Trust who are required to be registered with a professional body, to enable them to practise within their profession, are required to comply with their code of conduct and requirements of their professional registration. Those staff that are not required to be registered with a professional body are required to comply with the Trusts codes of conduct.

Confidentiality

The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business.

Records Management

All employees of the Trust are legally responsible for all records that they gather, create or use as part of their work within the Trust (including patient, financial, personnel and administrative), whether paper or computer based. All such records are considered public records and all employees have a legal duty of confidence to service users. Employees should consult their manager if they have any doubt as to the correct management of records with which they work.

Health and Safety

Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992) and all relevant Trust Health and Safety Policies and Guidance. This ensures that the agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors to the Trust.

Infection Control

Employees must accept personal responsibility and accountability for Infection Prevention and Control practice. Employees should ensure they are familiar with, and comply with, all relevant Infection Control policies for minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory updates in Infection Control.

Commitment to Improvement

Our improvement system supports delivery of our strategic objectives by equipping teams with the skills and mindset to drive continuous improvement. It promotes a shared approach to identifying, communicating, and measuring change to enhance care quality and safety. You will be expected to take part in relevant training to support this.

Non-Smoking Policy

The Trusts approach to smoking is in line with the governments on-going initiatives for an eventual smoke-free environment. It aims to adhere to the Worcestershire Health Community Campaign to help Worcestershire stop smoking.

A no smoking environment policy exists within all Trust premises including entrances and exits to hospital buildings and on other Trust property (with the exception of staff resident in staffresidences, as these are the homes of staff). In June 2014 a ban was implanted which meant staff, contractors and volunteers were no longer permitted to smoke in any of the hospital grounds, including car parks.

Further to this, The Alexandra, Kidderminster and Worcestershire Royal Hospitals, have all become smoke free to all patients and visitors as of 17 June 2015. This means that, as well as staff, members of the public, patients and visitors are not allowed to smoke in any of the acute hospital grounds, including car parks.

Risk Management

It is a standard element of the role and responsibility of all employees of the Trust that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, taking appropriate actions, and reporting all incidents, near misses, and hazards promptly. It is a contractual obligation that all employees must co-operate with any investigations undertaken.

Children and vulnerable adults

You have a responsibility for promoting and safeguarding the welfare of the children / young people / vulnerable adults that you come into contact with or are responsible for in your job role and sphere of competence.

Disclosure and Barring Service

The Trust aims to promote equality of opportunity for all, with the right mix of talent, skills and potential. Criminal records will be taken into account for recruitment purposes, only when the conviction is relevant. As the Trust meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check from the Disclosure and Barring Service before the appointment is confirmed. This will include details of cautions, reprimands or final warnings, as well as convictions. Postholders may periodically be asked to undertake a re-check.

The Trust is legally required to check all staff against the Disclosures and Barring Services Childrens and Vulnerable Adults barring lists if they engage in what is defined as Regulated Activity or Controlled Activity: Regulated Activity is defined as working closely with children or vulnerable adults, paid or unpaid,on a frequent or intensive basis. Controlled activity is work that provides opportunities for contact with children or vulnerable adults.

Equality and Diversity

The Trust promotes policies and practices that challenge discrimination, promote equality, respect individual needs, preferences and choices, and protects human rights. The Trust has a clear commitment to equality for all in employment practices based on an applicants ability, skills and aptitude for the post. A range of equality & diversity policy initiatives are in place and all successful applicants are expected to familiarise themselves with these. It is therefore the duty of every employee to comply with the detail and spirit of these policies and the law at all times. Any issues or concerns you have should be taken up with your manager or the human resource team as soon as possible.

Dignity

All employees must treat each person as an individual, offering a personalised service respecting peoples dignity and modesty at all times.

Conflict of Interest

The Trust is responsible for ensuring that the service provided for patients and its care meet the highest standard. Equally, it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends.The Trusts Standing Orders require any member of staff to declare any interest, direct or indirect, with contracts involving the Trust. Staff are not allowed to further their private interests in the course of their NHS duties.

Person Specification

Qualifications

Essential

• 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.

Personal Qualities

Essential

• Aware of self-presentation
• Enthusiastic and motivated approach
• To be able to work as part of a team
• Professional
• Friendly and approachable manner, able to handle patients sympathetically
• Able to use own initiative
• Demonstrates understanding of confidentiality

Experience

Essential

• Experience (through placements or employment) of working in a busy environment

Desirable

• Previous experience of working in an office environment
• Previous experience of using MS Teams

Skills and knowledge

Essential

• Effective communication skills both verbal and written
• Ability to prioritise/ work to deadlines within a busy office environment
• High level of accuracy and attention to detail
• Excellent customer service skills
• An aptitude to learn quickly under supervised direction

Desirable

• Evidence of ongoing commitment to achievement of long term goals (e.g. Attainment of Duke of Edinburgh award, volunteering experience, part-time work experience)

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.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)