Band 2, Clinical Services Administrative Assistant Apprentice, Swindon

Job description

Job responsibilities

Provide non-clinical administrative information to colleagues, service users and others, this may include, for instance, providing information about appointments and admissions.

Undertake reception duties as required, including room bookings and undertaking general environmental checks. Log maintenance calls, order stationery and generally support the smooth operation of the office/team base.

Type documents and undertake basic word processing tasks as required. Some content may, on occasions, be distressing.

Take and/or transcribe notes when required by more senior admin colleagues, seeking support and guidance as required.

Input data into simple spreadsheets, using established procedures and using established databases, seeking support and guidance as required.

Run standard reports from established systems, following closely the clear guidance of others.

Organise straightforward activities such as meetings; some on an ongoing basis, seeking support and guidance as required.

Provide information to patients, relatives and the multi-disciplinary team about admissions and appointments, seeking support and guidance as required.

Enter information into diaries, arrange meetings and resolving simple issues such as conflicting appointments and schedules, seeking support and guidance as required.

Support more senior administrative colleagues to demonstrate duties to new starters, as required.

Participate in supervision sessions with your designated line manager / supervisor.

Administer surveys and audits created by others e.g. Friends and Family Test questionnaires, health and safety audits.

Participate in R&D, clinical trials or equipment testing occasionally, when required by more senior admin colleagues, seeking support and guidance as required.

Maintain confidentiality of all information to which you have access, working within clear guidelines, and seeking advice from your supervisor as required.

Miscellaneous Accountabilities

Other tasks which are commensurate with the broad purpose and banding of the post.

Effort Factors

* Constant use of VDU equipment

* Frequent sitting or standing in a restricted position

* Takes notes when required at meetings.

* Occasional exposure to distressing circumstances

Apprenticeship Programme

As this is an apprentice position, you will be required to successfully complete a L3 Business Administrator apprenticeship whilst undertaking the requirements of the position. Applicants will be required to complete a screening assessment which includes English & Maths before an unconditional offer of employment can be made, you will need to successfully complete this within 1 week of being contacted by the apprenticeship training provider.

Your exact pattern of work and study time will need to be agreed with your line manager. You will need to be able to evidence 20% of your working hours, across the full duration of your programme as new learning. Depending on the delivery mode of your apprenticeship programme this requirement may be met through a combination of assessor contacts, online attendance and workplace learning and mentoring.

Eligibility for an apprenticeship programme

Eligibility criteria for apprenticeships is set by the National Education Skills Funding Agency (ESFA) we as a Trust have no influence on this, as funding rules are dictated by the UK government. Within these rules it stipulates that:

(1) You must have been an ordinary resident of the UK/EU country for at least 3 years prior to the start date of the apprenticeship (which does not include time on a student visa)

(2) You must have enough time remaining on your current visa to cover the full duration of the apprenticeship programme.

(3) You must not be undertaking any other Government funded training programmes at the same time as the apprenticeship

We will be required to check the above eligibility criteria before an offer of employment, which includes the apprenticeship programme can be made.

You will also be asked to undertake an initial assessment if successful in securing this apprenticeship post. This will include a short English and Maths assessment to assess your current competency level, and to identify if you may require any additional support.

Person Specification

Shortlisting

Essential

• Basic educational attainment including GCSE English and mathematics or the potential to achieve this level of education / skills equivalent And/or You must be eligible to undertake an apprenticeship within this apprenticeship position. You must show willingness and commitment to ensure you complete the apprenticeship within a timely manner.
• Knowledge of administration or administrative procedures and systems, some of which are routine activities such as answering queries, acquired through experience and training.
• Dexterity co-ordination for keyboard skills or equivalent
• Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.

Desirable

• Experience of carrying out standard administrative tasks.
• Accustomed to using computers and word processing packages

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

Avon & Wiltshire Mental Health Partnership NHS Trust

Address

Sandalwood Court

Highworth Road,

Swindon

SN3 4WF

Employer's website

http://www.awp.nhs.uk/about-us/working-for-us/ (Opens in a new tab)