Apprentice Administration Assistant/Receptionist

Nottinghamshire Healthcare NHS Foundation Trust

The closing date is 02 April 2025

Job summary

This role requires a skilled team receptionist with the ability to provide an efficient administrative service to the Community Forensic Services based in the office at Westminster House, Mapperley. This role requires a friendly, caring and energetic person who works will on their own and within a team. This role will include welcoming clients/visitors to the building ensuring they check in/sig in the visitors book, ordering equipment on the procurement system, logging issues with the building to estates & facilities, doing the weekly building checks, checking the cameras, staff personal alarms are in working order and to have a positive can do attitude and to be able to use their own initiative.

Main duties of the job

Reception duties to include meeting patients, visitors and staff and dealing with face to face/telephone enquiries.Maintain healthcare records including computerised systems and databases.To receive and make internal & external telephone calls from staff, service users/patients, members of the public and external agencies ensuring that messages received are appropriately signposted and actioned.Preparation of clinics, i.e. ensuring up to date records are available.Type up correspondence as required (letters, memos and reports etc).Co-ordinating healthcare appointments for patients.To implement and maintain adequate filing and follow up systems.Transfer of individual and bulk files for archiving between locations.Filing and photocopying, scan and attaching documents.Input clinical data and maintain.Identify health and safety practices that are appropriate to self and others.To participate in appropriate training courses and updates in accordance with mandatory requirements and undertake a personal development plan.To be flexible in the role and to cover other areas to support the demands of the service.To undertake any other duties that would be a reasonable expectation of the role.

About us

#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.

We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.

We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.

The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.

The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment

Date posted

20 March 2025

Pay scheme

Other

Salary

£12,514 a year per annum (pro rata for part-time)

Contract

Apprenticeship

Duration

18 months

Working pattern

Full-time

Reference number

186-343-25-FS

Job locations

Westminster House

598 The Wells Road, Mapperley

Nottingham

NG3 3AA

Job description

Job responsibilities

To contribute to the administrative work within the 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:

Business Administrator Level 3 Apprenticeship

Knowledge-based off the job training will take place during the 18 months of the Apprenticeship. The Apprentice must complete 20% off the job training to be eligible for the Apprenticeship.

For further information about the job role please read the job description and job specification attached.

Job description

Job responsibilities

To contribute to the administrative work within the 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:

Business Administrator Level 3 Apprenticeship

Knowledge-based off the job training will take place during the 18 months of the Apprenticeship. The Apprentice must complete 20% off the job training to be eligible for the Apprenticeship.

For further information about the job role please read the job description and job specification attached.

Person Specification

Qualifications

Essential

Minimum OCR/RSA II typing/word processing or equivalent level of knowledge and experience.
NVQ Level 2 in Business & Administration or a willing to work towards this qualification

Desirable

ECDL or IT qualification

Experience

Desirable

Customer Care Experience
Experience of working in an office environment
Experience in using SystmOne/RiO

Skills

Essential

Good verbal/written communication skills
Excellent IT skills and knowledge of IT systems
Excellent telephone manner

Values and Behaviours

Essential

All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation

Other

Essential

Awareness of confidentiality requirements
Ability to work as a part of a team

Person Specification

Qualifications

Essential

Minimum OCR/RSA II typing/word processing or equivalent level of knowledge and experience.
NVQ Level 2 in Business & Administration or a willing to work towards this qualification

Desirable

ECDL or IT qualification

Experience

Desirable

Customer Care Experience
Experience of working in an office environment
Experience in using SystmOne/RiO

Skills

Essential

Good verbal/written communication skills
Excellent IT skills and knowledge of IT systems
Excellent telephone manner

Values and Behaviours

Essential

All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation

Other

Essential

Awareness of confidentiality requirements
Ability to work as a part of a team

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.