Apprentice Administration Assistant

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

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

Nottingham University Hospitals NHS Trusts

Address

QMC and City

Derby Road

Nottingham

NG7 2UH

United Kingdom

Employer's website

https://www.nuh.nhs.uk/