Apprenticeship and Widening Participation Admin

Worcestershire Acute Hospitals NHS Trust

The closing date is 20 October 2024

Job summary

To provide comprehensive administrative support to the Apprenticeship and Widening Participation programmes ensuring all policies, processes and guidelines are adhered to and the highest level of customer service is delivered. The role requires skills that include attention to detail, ability to liaise with a wide range of staff groups and external partners and extensive computer and administrative skills. This role will also provide high quality administrative support to the Apprenticeship and Widening Participation Lead and, on occasion, there will be an exception to support the wider Organisational Development Team.

Main duties of the job

Provide a comprehensive administration service to the Apprenticeship and Work Experience Programmes. This includes general office duties including distribution of reports, electronic filing and scanning.

To provide administration and support for the Apprenticeship and Widening Participation Lead.

Communicate clearly and effectively with internal and external stakeholders in line with the Trust's values.

Manage and answer telephone calls related to Apprenticeships & WP in a courteous and prompt manner, taking telephone messages and passing on written or verbal information to Apprenticeship and Widening Participation colleagues.

Receive and respond to email queries, monitoring, managing and triaging emails to generic inboxes in a timely manner.

To input and maintain data on various systems or spreadsheets, including the Government Apprenticeship Levy account to enable generation of reports as and when requested.

Act as a point of contact for the team.

To provide administration and support for any Work Experience placements including taking placement requests, sending work experience diligent and legal paperwork and confirming attendance.

Ensure that confidentiality of all student and apprentice personal information remains secure and that the terms of the Data Protection Act are met.

Ensure that Apprenticeship Intranet pages are kept up to date.

Support Apprenticeship Lead with attendance at local school, college and Sixth Form career events.

About us

Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Our objectives are simple:

Best services for local people
Best experience of care and best outcomes for our patients
Best use of resources
Best people

Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

Date posted

27 September 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9365-24-1116

Job locations

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Job description

Job responsibilities

This role will also provide high quality administrative support to the Apprenticeship and Widening Participation Lead and on occasion there will be an expectation to support the wider Organisational Development Team.

Job description

Job responsibilities

Person Specification

Experience

Essential

Experience of using IT software packages, maintaining databases, spreadsheets and producing reports
Minimum of 12 months recent administration experience
Previous experience of Microsoft Office packages
Experience of working in a busy customer focussed environment

Desirable

Experience of using ESR
Experience of administering Apprenticeships and Apprenticeship Levy or training programmes
Previous experience of working with Widening Participation programmes

Qualifications

Essential

English Language & Maths GCSE Grade A-C or equivalent
NVQ3/QCF Level 3 in administration or equivalent level of knowledge and experience

Desirable

RSA II, ECDL or equivalent in IT, typing or word processing

Skills & Knowledge

Essential

Professional commitment and self-awareness
Work without direct supervision
Good organisational and time management skills
Good interpersonal skills
Computer literate with an excellent understanding of Microsoft Packages including Excel
Able to work autonomously and as a member of a small team
Able to undertake a range of administrative duties
Good clear, articulate communication skills both written and verbal
Motivated and enthusiastic
Flexible
Confident decision maker
Understand and carry out instructions accurately
Team working skills
Tactful, polite and approachable
Ability to work with conflicting demands

Desirable

Knowledge of Apprenticeships and Apprenticeship Levy
Knowledge and understanding about Widening Participation in the NHS

Person Specification

Experience

Essential

Experience of using IT software packages, maintaining databases, spreadsheets and producing reports
Minimum of 12 months recent administration experience
Previous experience of Microsoft Office packages
Experience of working in a busy customer focussed environment

Desirable

Experience of using ESR
Experience of administering Apprenticeships and Apprenticeship Levy or training programmes
Previous experience of working with Widening Participation programmes

Qualifications

Essential

English Language & Maths GCSE Grade A-C or equivalent
NVQ3/QCF Level 3 in administration or equivalent level of knowledge and experience

Desirable

RSA II, ECDL or equivalent in IT, typing or word processing

Skills & Knowledge

Essential

Professional commitment and self-awareness
Work without direct supervision
Good organisational and time management skills
Good interpersonal skills
Computer literate with an excellent understanding of Microsoft Packages including Excel
Able to work autonomously and as a member of a small team
Able to undertake a range of administrative duties
Good clear, articulate communication skills both written and verbal
Motivated and enthusiastic
Flexible
Confident decision maker
Understand and carry out instructions accurately
Team working skills
Tactful, polite and approachable
Ability to work with conflicting demands

Desirable

Knowledge of Apprenticeships and Apprenticeship Levy
Knowledge and understanding about Widening Participation in the NHS

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.