Apprentice Business Support Administrator

Job responsibilities

Administration services underpin all of our clinical activity at Devon Partnership NHS Trust, which means our dedicated and enthusiastic administration workforce is vital to the delivery of first class care.

The post holder will provide comprehensive administrative support to the Practice Education team. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. The post holder will have high standard of skills using Microsoft Office packages and experience of using bespoke IT systems.

The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate. The role will involve the coordination and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems.

Duties and Responsibilities

Key Responsibilities include:

Work within the Practice Education team the post holder will be required to provide advice and guidance to staff, managers and students in relation to Apprenticeships, Student Placements and Preceptorship programs.

Comprehensive diary management

Meetings administration including taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records

Support the manager and team by ensuring that records are up to date on all staffing systems as required and that items are dealt with quickly and efficiently on Trust systems.

Contribute to the smooth running of administrative systems including management of generic email accounts and electronic and paper filing systems as well as other forms of correspondence.

Undertake the pre and post administration associated with the delivery of course and meetings, including booking of venues, trainers/speakers and equipment as well as reproduction of course materials for events and distributing agendas/notes and managing multiple diaries.

Profile

Excellent planning and organisation skills

Excellent written and verbal communication skills

Excellent attention to detail

Professional telephone manner

Collegiate approach and diligent

Takes pride in their work and consistently strives to produce work of the highest standard

Seeks to deliver the best possible outcome rather than just the task at hand

Works in partnership with the Manager/associated team to understand their needs and priorities (which may change depending on workload)

Excellent time management skills

Experience of prioritising a varied and busy workload

Experience of working under pressure with the ability to work to and achieve deadlines

The role will involve the development and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative practices

Other

Essential

• Positive attitude towards mental ill health and disability
• Commitment to Trust Values

Experience

Essential

• Excellent organisational skills
• Ability to prioritise workload and adapt to change when required

Desirable

• Previous experience of working within an administrative or secretarial team
• Experience of dealing with confidential and complex information
• Ability to take accurate formal and informal minutes
• Demonstrate good numeracy and literacy skills
• Previous experience of working in a Healthcare or Social Care administrative setting

Qualifications

Essential

• GCSE grade A to C in English and Mathematics or equivalent
• If not obtained requirement to complete English and Mathematics Level 2 within one year of commencing employment.
• Evidence of continuing professional and personal development

Desirable

• RSA 3 Word Processing or equivalent level of experience in practice.
• ECDL (European Computer Driving Licence). Similar qualification or equivalent experience
• Shorthand or Speedwriting

Skills and abilities

Essential

• Excellent interpersonal and communication skills both written and verbal
• Able to deal confidentially and tactfully with people at all levels
• Ability to take and convey clear messages
• Experience in dealing with people in distress in a calm and confident manner
• Ability to recognise when other communication aids may be needed
• Willingness to embrace new ways of working/changes
• Understanding and respect of confidentiality in the workplace
• Ability to work under pressure
• Able to plan, organise, prioritise, coordinate and work flexibly.
• Ability to exercise initiative operating within procedural guidelines.
• Ability to work without direct supervision on a day to day basis.
• Attention to detail/quality
• Able to deal with difficult situations
• Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision
• Plan and prioritise own workload, ability to meet deadlines and work under pressure
• Ability to recognise and manage challenging situations in a calm and professional manner.
• Adaptable in continuous change and able to learn quickly.

Desirable

• Advanced keyboard skills