Job summary
An exciting opportunity has arisen for an Apprentice Team Administrator to join the Southampton Centre for Biomedical Research at the Southampton University Hospitals NHS Trust.
We are looking for a team player with excellent communication and organisational skills, who is flexible in their approach to work. The jobholder will need to operate independently in a diverse and interesting office environment, using their own initiative to prioritise workload, pre-empt problems, and maintain confidentiality.
You will join an enthusiastic, driven and caring research admin team in a friendly, professional working environment.
The successful applicant will undertake an 18-month programme of training working towards a Level 3 in Business Administration. This will consist of full-time work placement Mon - Friday 9-5pm, including attendance on study sessions/days in line with your apprenticeship training programme.
Main duties of the job
Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.
For an overview of the main duties of the role please see the 'Job Description and Main Responsibilities' section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached.
About us
WHAT WE CAN OFFER YOU
As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated 'Good' by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care.
We support flexible working and will consider requests taking into account the needs of the service. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.
Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.
Job description
Job responsibilities
YOUR RESPONSIBILITIES
WHAT YOULL DO
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Provide operational support to colleagues, as directed by Line Manager.
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General administrative duties including filing, photocopying, diary management and distribution of mail, arranging maintenance.
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Service regular staff meetings, preparing agendas, and taking formal minutes and actions.
-
Maintain ordering of routine supplies and ordering of ad hoc items as required and in line with trust procurement procedures
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Ensure that personal ESR information including annual leave is kept up to date.
WHAT WERE LOOKING FOR
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Commitment to completing the L3 apprenticeship training.
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To have an excellent level of written and verbal communication skills.
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To be able to multitask at a high level.
-
Someone who is organised, and detail orientated.
-
Able to work autonomously as well as part of an effective team.
ADDITIONAL INFORMATION
Interviews will be held on Tuesday, 28 February 2023
Should you have any queries, please use the contact details below to get in touch.
Job description
Job responsibilities
YOUR RESPONSIBILITIES
WHAT YOULL DO
-
Provide operational support to colleagues, as directed by Line Manager.
-
General administrative duties including filing, photocopying, diary management and distribution of mail, arranging maintenance.
-
Service regular staff meetings, preparing agendas, and taking formal minutes and actions.
-
Maintain ordering of routine supplies and ordering of ad hoc items as required and in line with trust procurement procedures
-
Ensure that personal ESR information including annual leave is kept up to date.
WHAT WERE LOOKING FOR
-
Commitment to completing the L3 apprenticeship training.
-
To have an excellent level of written and verbal communication skills.
-
To be able to multitask at a high level.
-
Someone who is organised, and detail orientated.
-
Able to work autonomously as well as part of an effective team.
ADDITIONAL INFORMATION
Interviews will be held on Tuesday, 28 February 2023
Should you have any queries, please use the contact details below to get in touch.
Person Specification
Qualifications / training required
Essential
- Good standard of secondary education with literacy and numeracy skills demonstrable to GSCE pass level 4 or above, or equivalent standard.
- Proficient keyboard skills
- Commitment to completing the L3 apprenticeship training
- Basic skills in Microsoft Office to include Outlook, Teams, Excel, Word
Previous or relevant experience necessary
Desirable
- Experience as a Receptionist or Admin Assistant linked to a clinical service or customer focused environment
- Administrative and organisational experience.
- Proficient in the use of all hospital computerised patient systems.
Aptitudes and skills required
Essential
- Ability to work under pressure.
- Excellent verbal and telephone / communication skills.
- Good clear written communication skills
- Good interpersonal skills
- Good organisational skills
- Attention to detail
- Ability to work within a team and autonomously
- Able to learn and assimilate information quickly
- Proven ability to work to deadlines, prioritise and multi-task.
Special requirements of the post
Essential
- Reliability - good time keeping
- Flexibility - able to work flexibly to accommodate peaks and troughs of activity.
- Understanding of confidentiality issues
- Ability to work effectively in an open plan office where there may be multiple distractions
Values and behaviours
Essential
- Patients First
- Always Improving
- Working Together
Person Specification
Qualifications / training required
Essential
- Good standard of secondary education with literacy and numeracy skills demonstrable to GSCE pass level 4 or above, or equivalent standard.
- Proficient keyboard skills
- Commitment to completing the L3 apprenticeship training
- Basic skills in Microsoft Office to include Outlook, Teams, Excel, Word
Previous or relevant experience necessary
Desirable
- Experience as a Receptionist or Admin Assistant linked to a clinical service or customer focused environment
- Administrative and organisational experience.
- Proficient in the use of all hospital computerised patient systems.
Aptitudes and skills required
Essential
- Ability to work under pressure.
- Excellent verbal and telephone / communication skills.
- Good clear written communication skills
- Good interpersonal skills
- Good organisational skills
- Attention to detail
- Ability to work within a team and autonomously
- Able to learn and assimilate information quickly
- Proven ability to work to deadlines, prioritise and multi-task.
Special requirements of the post
Essential
- Reliability - good time keeping
- Flexibility - able to work flexibly to accommodate peaks and troughs of activity.
- Understanding of confidentiality issues
- Ability to work effectively in an open plan office where there may be multiple distractions
Values and behaviours
Essential
- Patients First
- Always Improving
- Working Together
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
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).
