Job summary
Job Title:
Apprentice Business Admin Level 3
Hours:
37.5 hours per week to work flexibly between Monday to Friday
Contract:
GHNHSFT Apprenticeship Terms and Conditions, Fixed term contract 15 months
Salary:
£5.18 per hour, £10,132 pa
Department/Area:
ACT Team
Responsible and accountable to:
Senior Administrator
This Level 3 Business Admin Apprenticeship at Gloucestershire Hospitals NHS Foundation Trust is an exciting opportunity to learn new skills and become part of the Apprenticeships and Career Teams who play an important role in developing the skills of existing staff as well as attracting new apprentices into the Trust.
This apprenticeship is suitable for anyone with a desire to learn and develop their customer service and administration skills with a view to beginning a career in customer service and gain a Business Admin Apprenticeship Level 3
Main duties of the job
The apprentice will provide effective & efficient customer service & administrative support to the Apprenticeships & Careers Team whilst completing a level 3 apprenticeship.
Following training, the apprentice will be required to work on their own initiative to ensure effective customer service.
The successful applicant will be supported by the Senior Administrator under the direction of Apprenticeships & Careers Manager, as well as support & training from other members of the Team
The successful candidate will be:
Answering incoming calls, emails and queries & taking messages
You will maintain the office filing/archivingsystem
Assisting with marketing and admin for events, websites, and social media account whilst maintaining and updating the display boards to promote departmental activity
Helping with weekly, monthly department focus events.
About us
The Apprenticeships & Careers Team attract and develop a workforce with the right knowledge, skills and competence necessary to deliver safe patient care and to enhance the quality of service delivery in line with our Trust vision of Best Care for Everyone and contribute to Our Journey to Outstanding.
Job description
Job responsibilities
Job purpose
The successful applicant will be supported by the Senior Administrator under the direction of Apprenticeships and Careers Manager, as well as support and training from other members of the Apprenticeship and Careers team. Your role will include:
- To provideadministrativeassistance to the department when required.
- To assist with photocopying and collation of material including taking stock of leaflets and marketing material
- To answer incoming calls, taking messages and following through where required.
- To maintain the office filing/archiving system in both hard and electronic format.
- To respond appropriately to email and queries where necessary
- To implement new ideas and methods and continue to seek ways of improving the service we provide.
- To assistance with marketing and admin for: events, campaigns, website, and social media accounts.
- To create and update the display boards to promote the department.
- To help with weekly, monthly schemes the department runs.
- To proactively assist with the smooth running of the office.
The successful applicant will receive Induction and training appropriate to the activities he or she will undertake.
Gloucestershire Hospitals NHS Foundation Trust reserves the right to terminate employment if the training requirements as detailed above are not achieved.
Dimensions
The post holder will contribute positively to the activity of the Apprenticeship and Careers Department.
The post holder has no budgetary responsibility.
Knowledge, Skills and Experience or Aptitude Required
Educated to GCSE Level or equivalent Grade C(4) English, or equivalent (e.g. Functional Skills Level 2) and Mathematics Grade C(4) (e.g. Functional Skills Level 2 Numeracy)
Please see person specification for other knowledge, skills and experience required
Key Result Areas
- Ability to communicate clearly with customers or other service users, provide information on a range of issues relating to the services we provide
- Respond to queries from colleagues or other staff relating to Apprenticeship and Careers
- Ability to work within the Apprenticeship and Careers office guidelines and procedures, observing confidentiality and security of data, seeking support from the office supervisors where necessary.
- Intermediate IT skills and the ability to adapt with the IT systems used by the Gloucestershire Hospitals NHS Foundation Trust
- Deal with the Apprenticeship and Careers Offices admin tasks in line with the guidelines and processes.
- Prioritising daily tasks to achieve set timescales
- To support the Apprenticeship and Careers Co-ordinators with any administrative tasks.
- Able to understand and be understood in circumstances where may there be barriers to understanding.
Communications and Working Relationships
- The Apprenticeship Training Provider
- Apprenticeships and Careers Co-ordinators
- Apprenticeship and Careers Wider team
- Apprenticeship and Careers Manager
Most Challenging part of the job
- Dealing with sensitive and confidential information
- Fluctuations in workload and high levels of concentration required.
- Sudden changes in priorities and workload
Other job requirements
- Comply with Trust and Departmental policies and procedures e.g. Health and Safety at Work Act (1974), Manual Handling, clinical equipment competency, risk management, Data Protection Acts and patient confidentiality at all times. This will include demonstrating compliance with the terms of all safeguarding policies and processes relevant to the safeguarding of adults and children in the care of GHNHSFT and to undergo regular mandatory training concerned with safeguarding matters.
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales
- Ensure a smart, professional image that enhances the public perception of the Trust and the professionalism of its staff is portrayed.
- Attend Department Meetings, Team Meetings and any other meetings relevant to your role and / or training and development requirements.
- To take minutes of team meetings effectively and file them in the appropriate location
- Contribute positively to the effectiveness and efficiency of the teams in which he/she works
- Actively participate in the Trusts appraisal/development conversation process. Undertake training as necessary in line with the development of the post and as agreed with line manager.
- To attend all mandatory components of the Traineeship including:
- Corporate Induction
- GHNHSFT mandatory training
- Department based vocational assessments
- Progress review meetings
- Additionally 1 week before the end of your apprenticeship you are required to meet with a member of the Apprenticeships and Careers Team to discuss careers advice and guidance
- To undertake training as required and agreed with the mentor, supervisor, traineeship provider and complete the competencies relevant to the work area/department.
- Promote equality at all times and respect privacy and confidentiality, acting appropriately and professionally upon any sensitive information in accordance with Trust Policy
Job description
Job responsibilities
Job purpose
The successful applicant will be supported by the Senior Administrator under the direction of Apprenticeships and Careers Manager, as well as support and training from other members of the Apprenticeship and Careers team. Your role will include:
- To provideadministrativeassistance to the department when required.
- To assist with photocopying and collation of material including taking stock of leaflets and marketing material
- To answer incoming calls, taking messages and following through where required.
- To maintain the office filing/archiving system in both hard and electronic format.
- To respond appropriately to email and queries where necessary
- To implement new ideas and methods and continue to seek ways of improving the service we provide.
- To assistance with marketing and admin for: events, campaigns, website, and social media accounts.
- To create and update the display boards to promote the department.
- To help with weekly, monthly schemes the department runs.
- To proactively assist with the smooth running of the office.
The successful applicant will receive Induction and training appropriate to the activities he or she will undertake.
Gloucestershire Hospitals NHS Foundation Trust reserves the right to terminate employment if the training requirements as detailed above are not achieved.
Dimensions
The post holder will contribute positively to the activity of the Apprenticeship and Careers Department.
The post holder has no budgetary responsibility.
Knowledge, Skills and Experience or Aptitude Required
Educated to GCSE Level or equivalent Grade C(4) English, or equivalent (e.g. Functional Skills Level 2) and Mathematics Grade C(4) (e.g. Functional Skills Level 2 Numeracy)
Please see person specification for other knowledge, skills and experience required
Key Result Areas
- Ability to communicate clearly with customers or other service users, provide information on a range of issues relating to the services we provide
- Respond to queries from colleagues or other staff relating to Apprenticeship and Careers
- Ability to work within the Apprenticeship and Careers office guidelines and procedures, observing confidentiality and security of data, seeking support from the office supervisors where necessary.
- Intermediate IT skills and the ability to adapt with the IT systems used by the Gloucestershire Hospitals NHS Foundation Trust
- Deal with the Apprenticeship and Careers Offices admin tasks in line with the guidelines and processes.
- Prioritising daily tasks to achieve set timescales
- To support the Apprenticeship and Careers Co-ordinators with any administrative tasks.
- Able to understand and be understood in circumstances where may there be barriers to understanding.
Communications and Working Relationships
- The Apprenticeship Training Provider
- Apprenticeships and Careers Co-ordinators
- Apprenticeship and Careers Wider team
- Apprenticeship and Careers Manager
Most Challenging part of the job
- Dealing with sensitive and confidential information
- Fluctuations in workload and high levels of concentration required.
- Sudden changes in priorities and workload
Other job requirements
- Comply with Trust and Departmental policies and procedures e.g. Health and Safety at Work Act (1974), Manual Handling, clinical equipment competency, risk management, Data Protection Acts and patient confidentiality at all times. This will include demonstrating compliance with the terms of all safeguarding policies and processes relevant to the safeguarding of adults and children in the care of GHNHSFT and to undergo regular mandatory training concerned with safeguarding matters.
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales
- Ensure a smart, professional image that enhances the public perception of the Trust and the professionalism of its staff is portrayed.
- Attend Department Meetings, Team Meetings and any other meetings relevant to your role and / or training and development requirements.
- To take minutes of team meetings effectively and file them in the appropriate location
- Contribute positively to the effectiveness and efficiency of the teams in which he/she works
- Actively participate in the Trusts appraisal/development conversation process. Undertake training as necessary in line with the development of the post and as agreed with line manager.
- To attend all mandatory components of the Traineeship including:
- Corporate Induction
- GHNHSFT mandatory training
- Department based vocational assessments
- Progress review meetings
- Additionally 1 week before the end of your apprenticeship you are required to meet with a member of the Apprenticeships and Careers Team to discuss careers advice and guidance
- To undertake training as required and agreed with the mentor, supervisor, traineeship provider and complete the competencies relevant to the work area/department.
- Promote equality at all times and respect privacy and confidentiality, acting appropriately and professionally upon any sensitive information in accordance with Trust Policy
Person Specification
Qualifications
Essential
- GCSE Level or equivalent Grade C/(4) English, or equivalent (e.g. Functional Skills Level 2 Literacy) and Mathematics GCSE Grade C(4) or equivalent (e.g. Functional Skills Level 2 Numeracy)
- Intermediate IT skills and the ability to adapt with the IT systems used by Gloucestershire Hospitals NHS Trust
Experience
Essential
- Good communication skills, both verbal and written
- Prioritise daily tasks to achieve set timescales
- Ensuring accuracy of details entered in our electronic patient record system
- Ability to deal with demand driven workload in a busy, distracting, call centre environment
- A professional telephone manner
- Communicate effectively with a range of people
Person Specification
Qualifications
Essential
- GCSE Level or equivalent Grade C/(4) English, or equivalent (e.g. Functional Skills Level 2 Literacy) and Mathematics GCSE Grade C(4) or equivalent (e.g. Functional Skills Level 2 Numeracy)
- Intermediate IT skills and the ability to adapt with the IT systems used by Gloucestershire Hospitals NHS Trust
Experience
Essential
- Good communication skills, both verbal and written
- Prioritise daily tasks to achieve set timescales
- Ensuring accuracy of details entered in our electronic patient record system
- Ability to deal with demand driven workload in a busy, distracting, call centre environment
- A professional telephone manner
- Communicate effectively with a range of people
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).
