Job summary
We are looking for well organised and highly motivated apprentice to join the Chief Medical Officers team.
You will be working in a team where you are the first point of contact for all enquiries. You will be answering the phone to patients, professionals and clinicians and will be a key link within the team. You will support the team in a wide range of areas from arranging and supporting meetings, data entry, administration and other tasks as the role develops with the apprentice. The CMO team have a wide and diverse remit and offer numerous opportunities for experience and learning.
The role requires a high level of inter-personal skills and personal confidence. Having a respectful and empathetic attitude will be essential, with the capacity to manage sensitive, and confidential information. We are looking for people who have a can do attitude.
Main duties of the job
Also, the successful candidates will:
- be able to use own initiative,
- have a meticulous eye for detail, an enquiring mind, and a willingness to learn,
- have strong communication skills with the ability to communicate effectively at all levels,
- be organised, able to multi-task and work under pressure,
- have proven skills in Microsoft applications, Excel, Word, and Outlook.
Word processing of correspondence eg. letters, reports, forms, tables, agendas, minutes & presentation material using appropriate I.T. packages
To use Trust email & intranet systems as required
Liaise with others on matters agreed within sphere of responsibility. On occasions may have to exchange confidential & sensitive information to team members
To maintain high standards of customer service by responding in a helpful & friendly manner to all interactions with colleagues, service users & other professionals
Carry out routine daily admin processes & which may involve retrieving information from electronic systems or from manual filing systems in accordance with Trust policies & procedures
Request & maintain levels of office stationery
Deal with maintenance requisitions, maintain the necessary paperwork & coordinate the ordering/delivery of supplies for the team when requested, seeking authorised signatory
Provide cover for absence & annual leave of other administrative staff if specified to do so by the Business Administrator.
About us
Make a difference with us
If you are looking for somewhere you can make a real difference and are passionate about keeping people safe, well and out of hospital, a career with us may be just what you're looking for. At Solent NHS Trust, we strive to make a difference to the health and wellbeing of our communities.
We are proud to be an organisation which is focused on our people and we welcome people who share our values to come and work with us.
To deliver great care that is safe, simple and easy to access
To be a caring, flexible and supportive place to work
To deliver the best value for money
Our shared values support the development of a strong working culture. They breathe life into our organisation -- guiding and inspiring all of our actions and decisions. They enable us to be better at what we do and create a great place for our staff to work, whilst ensuring we provide the highest quality of care to our patients.
In creating our values, we spent time listening to our employees and members. Based on what people told us, we created our HEART values to reflect the deep belief that we are caring organisation at the centre of our community: Honesty, Everyone counts, Accountable, Respectful, Teamwork.
We are an accredited Real Living Wage employer.
We encourage and support our staff to be vaccinated as this remains the best line of defence against Covid-19.
Job description
Job responsibilities
Job description
The requirements of the job are wide and varied, but typical duties include:
1 - Working with CMO PA to assist in the provision of a general administration service to the CMO team as required.
2 - Set up, book, invite and minute meetings both internally and externally, dealing with staff at all levels.
3 - To sort, open, date and action incoming and outgoing post on behalf of CMO Team,
4 - Preparation of materials as required such as scanning, photocopying and e-filing.
5 - Maintain and input information regarding medic appraisals and job plans and flag issues as required.
6 - Regularly monitor and RAG rate (Red, Amber, Green) appraisals and job plans to ensure any dates are flagged in due time.
7 - Assist Business Manager with organisation of regular medical engagement events and appraiser training sessions.
8 - Accuracy, attention to detail and a confident telephone manner when dealing with internal and external organisations.
9 - Ability to build good working relationships. Work with senior team members to resolve any complex queries.
10 - Ability to monitor, track actions and follow up required information.
11 - Dashboard data entry.
12 - Undertake specific tasks or projects as and when required such as annual clinical excellent awards.
13 - To work as a member of the wider Corporate Team, promoting good practice and assisting where possible.
14 - To undertake any duties commensurate with the post.
Person Specification
This is an important corporate role; candidates will need to:
1 - Be able to communicate confidently with people at all levels both within and outside the Trust, both verbally and written.
2 - Be confident and effective in using ICT systems including Microsoft Office applications.
3 - Be organised - the role will have very busy periods and the candidate will need to be methodical in their approach.
4 - Always demonstrate excellent and professional standards.
5 - Be tactful and polite when dealing with potentially difficult situations.
6 - Be able to recognise the needs of others and be able to work as part of a team.
Skills and Qualifications
1 - The ability to prioritise and organise workloads to meet business requirements and customer demands.
2 - To be able to listen effectively and to provide clear, concise and accurate information.
3 - The ability to work confidently using your own initiative.
4 - Excellent written and verbal communication skills.
5 - Strong interpersonal skills.
6 - GCSEs in English, Maths and ICT at grade C or above (or equivalent).
Personal Qualities:
As a CMO Team Apprentice you will interact with a number of senior staff. You will need:
1 - A smart appearance and always present a professional appearance.
2 - Drive and energy to ensure a quality service is provided.
3- To be aware of the impact of discriminatory behaviour.
4 - A person of integrity and polite mannered.
Management and Supervision
You will be supported by a supervisor/mentor at work and by the Solent NHS Trust Apprenticeship Lead.
Health, Safety and Security
Act responsibly with regard all health and safety issues across all sites.
Adhere to the Solent NHS Trusts Health & Safety Policy and all other relevant Health & Safety and security processes.
Description of Employer
Solent NHS Trust is a provider of community and mental health services to Southampton, Portsmouth and wider Hampshire. The Headquarters is based in Southampton. Solent NHS Trust has a strong record of Apprentice employment and development, with most postholders finding NHS employment directly after the end of the apprenticeship.
General Requirements
- Always adhere to Trust policies and procedures and guidelines.
- Take all reasonable steps to manage and promote a safe and healthy working environment which is free from discrimination.
- Comply with the Trust policy on confidentiality, and the Data Protection Act 1998 as amended, relating to information held manually or on computerised systems.
- Always respect the confidentiality and privacy of clients and staff.
- Maintain a constant awareness of health, welfare and safety issues affecting colleagues, patients, visitors, and themselves, reporting any accidents or faults in line with Trust policy.
- Fully participate in health and safety training.
- Participate in training appropriate to the role and continuing professional development including annual appraisals and 1:1's.
Job description
Job responsibilities
Job description
The requirements of the job are wide and varied, but typical duties include:
1 - Working with CMO PA to assist in the provision of a general administration service to the CMO team as required.
2 - Set up, book, invite and minute meetings both internally and externally, dealing with staff at all levels.
3 - To sort, open, date and action incoming and outgoing post on behalf of CMO Team,
4 - Preparation of materials as required such as scanning, photocopying and e-filing.
5 - Maintain and input information regarding medic appraisals and job plans and flag issues as required.
6 - Regularly monitor and RAG rate (Red, Amber, Green) appraisals and job plans to ensure any dates are flagged in due time.
7 - Assist Business Manager with organisation of regular medical engagement events and appraiser training sessions.
8 - Accuracy, attention to detail and a confident telephone manner when dealing with internal and external organisations.
9 - Ability to build good working relationships. Work with senior team members to resolve any complex queries.
10 - Ability to monitor, track actions and follow up required information.
11 - Dashboard data entry.
12 - Undertake specific tasks or projects as and when required such as annual clinical excellent awards.
13 - To work as a member of the wider Corporate Team, promoting good practice and assisting where possible.
14 - To undertake any duties commensurate with the post.
Person Specification
This is an important corporate role; candidates will need to:
1 - Be able to communicate confidently with people at all levels both within and outside the Trust, both verbally and written.
2 - Be confident and effective in using ICT systems including Microsoft Office applications.
3 - Be organised - the role will have very busy periods and the candidate will need to be methodical in their approach.
4 - Always demonstrate excellent and professional standards.
5 - Be tactful and polite when dealing with potentially difficult situations.
6 - Be able to recognise the needs of others and be able to work as part of a team.
Skills and Qualifications
1 - The ability to prioritise and organise workloads to meet business requirements and customer demands.
2 - To be able to listen effectively and to provide clear, concise and accurate information.
3 - The ability to work confidently using your own initiative.
4 - Excellent written and verbal communication skills.
5 - Strong interpersonal skills.
6 - GCSEs in English, Maths and ICT at grade C or above (or equivalent).
Personal Qualities:
As a CMO Team Apprentice you will interact with a number of senior staff. You will need:
1 - A smart appearance and always present a professional appearance.
2 - Drive and energy to ensure a quality service is provided.
3- To be aware of the impact of discriminatory behaviour.
4 - A person of integrity and polite mannered.
Management and Supervision
You will be supported by a supervisor/mentor at work and by the Solent NHS Trust Apprenticeship Lead.
Health, Safety and Security
Act responsibly with regard all health and safety issues across all sites.
Adhere to the Solent NHS Trusts Health & Safety Policy and all other relevant Health & Safety and security processes.
Description of Employer
Solent NHS Trust is a provider of community and mental health services to Southampton, Portsmouth and wider Hampshire. The Headquarters is based in Southampton. Solent NHS Trust has a strong record of Apprentice employment and development, with most postholders finding NHS employment directly after the end of the apprenticeship.
General Requirements
- Always adhere to Trust policies and procedures and guidelines.
- Take all reasonable steps to manage and promote a safe and healthy working environment which is free from discrimination.
- Comply with the Trust policy on confidentiality, and the Data Protection Act 1998 as amended, relating to information held manually or on computerised systems.
- Always respect the confidentiality and privacy of clients and staff.
- Maintain a constant awareness of health, welfare and safety issues affecting colleagues, patients, visitors, and themselves, reporting any accidents or faults in line with Trust policy.
- Fully participate in health and safety training.
- Participate in training appropriate to the role and continuing professional development including annual appraisals and 1:1's.
Person Specification
Qualifications
Essential
- Educated to GSCE Grade 4 or above in English or equivalent standard
- Completion of NVQ 2 in Business Admin or equivalent proven experience
Desirable
- RSA 2 word processing/typing or equivalent
- Completion of ECDL or equivalent
Experience
Essential
- Previous typing/word processing experience
- Previous experience of working in a constantly changing environment
Desirable
- Previous experience of working within the NHS
Additional Criteria
Essential
- Skills in the use of Windows based packages eg Word, Power Point, Outlook, Excel
- Demonstrate accurate and tidy presentation of work
- Good communication skills across all levels and disciplines both internally and externally
- Able to develop and maintain good working relationships with a range of staff including different professional personnel
- Ability to work as part of a team
- Good telephone manner
- flexible and adaptable at work in order to meet priorities
- Ability to work under pressure
- Good organisational skills
- Ability to work without immediate supervision/prioritise and effectively manage own time
- Understanding of personal health and safety responsibilities
- Is able to follow and demonstrate our Solent HEART values. You can find these on our website: https://www.solent.nhs.uk/about-us/our-values/
- Be able to demonstrate and understanding of the principles of equality, diversity, and inclusion and how they apply to staff and patients in a healthcare setting. Able to demonstrate personal commitment to challenging discrimination and promoting equalities, at an appropriate level for the post
- Able to travel to other Solent sites if required
- Is able to work legally in the UK
- Is able to work with children and vulnerable adults
Desirable
Person Specification
Qualifications
Essential
- Educated to GSCE Grade 4 or above in English or equivalent standard
- Completion of NVQ 2 in Business Admin or equivalent proven experience
Desirable
- RSA 2 word processing/typing or equivalent
- Completion of ECDL or equivalent
Experience
Essential
- Previous typing/word processing experience
- Previous experience of working in a constantly changing environment
Desirable
- Previous experience of working within the NHS
Additional Criteria
Essential
- Skills in the use of Windows based packages eg Word, Power Point, Outlook, Excel
- Demonstrate accurate and tidy presentation of work
- Good communication skills across all levels and disciplines both internally and externally
- Able to develop and maintain good working relationships with a range of staff including different professional personnel
- Ability to work as part of a team
- Good telephone manner
- flexible and adaptable at work in order to meet priorities
- Ability to work under pressure
- Good organisational skills
- Ability to work without immediate supervision/prioritise and effectively manage own time
- Understanding of personal health and safety responsibilities
- Is able to follow and demonstrate our Solent HEART values. You can find these on our website: https://www.solent.nhs.uk/about-us/our-values/
- Be able to demonstrate and understanding of the principles of equality, diversity, and inclusion and how they apply to staff and patients in a healthcare setting. Able to demonstrate personal commitment to challenging discrimination and promoting equalities, at an appropriate level for the post
- Able to travel to other Solent sites if required
- Is able to work legally in the UK
- Is able to work with children and vulnerable adults
Desirable
