Apprentice Administration Assistant

Job summary

Are you a self-motivated, hardworking and enthusiastic individual looking to take their first stepin to an administration career in the NHS? If so, this apprenticeship post could be just what youare looking for.

We are excited to be able to offer an Administration apprenticeship opportunity working withinthe orthoptic and optometry departments based at the Queens Medical Centre Campus of Nottingham UniversityHospitals NHS Trust.

Main duties of the job

Working alongside the team providing support in a range of duties including workingon reception, answering telephone enquiries, booking patient appointments, sorting post,general filing, electronic scanning of documents and updating records as well as other generaloffice duties. You will need good communications skills and will be supported to develop lotsof new and current skills including; prioritisation, attention to detail, using your own initiativeand the ability to work in a busy and fast paced environment.

You will be a conscientious and enthusiastic team player with good organisational skills. Youwill need to be able to demonstrate a clear understanding of confidentiality issues, be wellmotivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure. You will present a professional and polite attitude at all times. You will learn and develop skills using Microsoft Office and NHS systems.

About us

This is a 15 month fixed term apprenticeship and you must be committed to work towards a Level 2 Customer Service Practitioner qualification. As an employee we will be committed to ensuring that a structured plan is in place to support and enable you to complete your apprenticeship.

Date posted

25 January 2023

Pay scheme

Other

Salary

£181 a session per week

Contract

Apprenticeship

Duration

15 months

Working pattern

Full-time

Reference number

164-4911663

Job locations

Queens Medical Centre

Derby Road

Nottingham

NG7 2UH

Job description

Job responsibilities

The post holder will become fully conversant and competent in providing administrative support within a relevant administrative area of Nottingham University Hospitals Trust.

Training will involve working alongside the administrative staff within the different areas of the department, working under supervision.

Administrative Duties

• To provide general office and administration support service to the administrative team.
• Working on reception, meeting and greeting patients.
• To undertake general office duties, for example, answering the telephone, taking messages, filing, photocopying, handling incoming and outgoing post, etc.
• Assist in the tasks and duties of other staff within the team during periods of staff leave/absence to ensure that an effective quality service is maintained at all times and contributing to the work of the team.
• To undertake an annual appraisal to identify any necessary personal development required to meet the objectives of the Team, and to further develop the post holders skills and role.
• The post holder will be required to undertake mandatory training as and when require.

Communication and Working Relationships

• To communicate as appropriate with members of staff at all levels.

Responsibilities of the Post Holder

• To contribute to the administrative work within their team.
• To gain an understanding of how the team functions by providing support as required whilst
• gaining knowledge and experience and by undertaking training in the following:
• NVQ level 2 in Business Administration
• Certificate in principles of Business and Administration
• Employment responsibilities and Rights
• Functional Skills (including Personal Learning and Thinking Skills, English, Maths and ICT at
• level 2) Other Duties
• It is the responsibility of each member of staff to maintain confidentiality at all times.
• Staff must be aware of and adhere to the provisions of the Health and Safety at Work Act and ensure their own safety and the safety of colleagues and patients. Staff must be aware of the action to be taken in the event of fire and must attend fire lectures at least once a year.
• Staff should be aware of their own individual responsibilities under the Trust Equal Opportunities Policy and ensure that they adhere to the provisions of the policy.

Any other duties which may be required from time to time, as discussed and agreed with the Line Manager & Departmental Manager.

GENERAL DUTIES

• In addition to the key job responsibilities detailed in this job description all employees at Nottingham University Hospitals NHS Trust are expected to comply with the general duties detailed below:
• Infection Control
• To maintain a clean, safe environment, ensuring adherence to the Trusts standards of cleanliness, hygiene and infection control.

Safeguarding children, young people and vulnerable adults

• Nottingham University Hospitals is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All staff and volunteers are therefore expected to behave in such a way that supports this commitment.

Health and Safety

• To take reasonable care to prevent injury to themselves or others who may be affected by their acts or omissions.
• To co-operate fully in discharging the Trust policies and procedures with regard to health and
• safety matters.
• To immediately report to their manager any shortcomings in health and safety procedures and practice.
• To report any accidents or dangerous incidents to their immediate manager and safety
• representative as early as possible and submit a completed accident/incident form.
• To use protective clothing and equipment where provided.

Whilst the aim of the Trust is to promote a co-operative and constructive view of health and safety concerns in the organisation, all staff must be aware that a wilful or irresponsible disregard for safety matters may give rise to disciplinary proceedings.

Governance

• To actively participate in governance activities to ensure that the highest standards of care and business conduct are achieved.

General Policies Procedures and Practices

• To comply with all Trust policies, procedures and practices and to be responsible for keeping up to date with any changes to these.

JOB REVISION

This job description should be regarded as a guide to the duties required and is not definitive or restrictive in any way. The duties of the post may be varied from time to time in response to changing circumstances. This job description does not form part of the contract of employment.

Job description

Job responsibilities

The post holder will become fully conversant and competent in providing administrative support within a relevant administrative area of Nottingham University Hospitals Trust.

Training will involve working alongside the administrative staff within the different areas of the department, working under supervision.

Administrative Duties

• To provide general office and administration support service to the administrative team.
• Working on reception, meeting and greeting patients.
• To undertake general office duties, for example, answering the telephone, taking messages, filing, photocopying, handling incoming and outgoing post, etc.
• Assist in the tasks and duties of other staff within the team during periods of staff leave/absence to ensure that an effective quality service is maintained at all times and contributing to the work of the team.
• To undertake an annual appraisal to identify any necessary personal development required to meet the objectives of the Team, and to further develop the post holders skills and role.
• The post holder will be required to undertake mandatory training as and when require.

Communication and Working Relationships

• To communicate as appropriate with members of staff at all levels.

Responsibilities of the Post Holder

• To contribute to the administrative work within their team.
• To gain an understanding of how the team functions by providing support as required whilst
• gaining knowledge and experience and by undertaking training in the following:
• NVQ level 2 in Business Administration
• Certificate in principles of Business and Administration
• Employment responsibilities and Rights
• Functional Skills (including Personal Learning and Thinking Skills, English, Maths and ICT at
• level 2) Other Duties
• It is the responsibility of each member of staff to maintain confidentiality at all times.
• Staff must be aware of and adhere to the provisions of the Health and Safety at Work Act and ensure their own safety and the safety of colleagues and patients. Staff must be aware of the action to be taken in the event of fire and must attend fire lectures at least once a year.
• Staff should be aware of their own individual responsibilities under the Trust Equal Opportunities Policy and ensure that they adhere to the provisions of the policy.

Any other duties which may be required from time to time, as discussed and agreed with the Line Manager & Departmental Manager.

GENERAL DUTIES

• In addition to the key job responsibilities detailed in this job description all employees at Nottingham University Hospitals NHS Trust are expected to comply with the general duties detailed below:
• Infection Control
• To maintain a clean, safe environment, ensuring adherence to the Trusts standards of cleanliness, hygiene and infection control.

Safeguarding children, young people and vulnerable adults

• Nottingham University Hospitals is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All staff and volunteers are therefore expected to behave in such a way that supports this commitment.

Health and Safety

• To take reasonable care to prevent injury to themselves or others who may be affected by their acts or omissions.
• To co-operate fully in discharging the Trust policies and procedures with regard to health and
• safety matters.
• To immediately report to their manager any shortcomings in health and safety procedures and practice.
• To report any accidents or dangerous incidents to their immediate manager and safety
• representative as early as possible and submit a completed accident/incident form.
• To use protective clothing and equipment where provided.

Whilst the aim of the Trust is to promote a co-operative and constructive view of health and safety concerns in the organisation, all staff must be aware that a wilful or irresponsible disregard for safety matters may give rise to disciplinary proceedings.

Governance

• To actively participate in governance activities to ensure that the highest standards of care and business conduct are achieved.

General Policies Procedures and Practices

• To comply with all Trust policies, procedures and practices and to be responsible for keeping up to date with any changes to these.

JOB REVISION

This job description should be regarded as a guide to the duties required and is not definitive or restrictive in any way. The duties of the post may be varied from time to time in response to changing circumstances. This job description does not form part of the contract of employment.

Person Specification

Training & Qualifications

Essential

• Functional skills level 1 in English, Maths and ICT

Desirable

• GCSE Grade C or above in English and Maths

Experience

Desirable

• Previous experience of working within an administrative setting

Communication Skills

Essential

• Good communication skills
• Demonstrates understanding of patient/client confidentiality

Analytical/Judgement Skills

Essential

• Ability to work in a non-discriminatory manner to ensure equal opportunities / work sensitively with a diverse group of people

Planning/Organisational Skills

Essential

• Good organisational skills

Person Specification

Training & Qualifications

Essential

• Functional skills level 1 in English, Maths and ICT

Desirable

• GCSE Grade C or above in English and Maths

Experience

Desirable

• Previous experience of working within an administrative setting

Communication Skills

Essential

• Good communication skills
• Demonstrates understanding of patient/client confidentiality

Analytical/Judgement Skills

Essential

• Ability to work in a non-discriminatory manner to ensure equal opportunities / work sensitively with a diverse group of people

Planning/Organisational Skills

Essential

• Good organisational skills

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.

Certificate of Sponsorship

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

Certificate of Sponsorship

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) .

Employer details

Employer name

Nottingham University Hospitals NHS Trusts

Address

Queens Medical Centre

Derby Road

Nottingham

NG7 2UH

Employer's website

https://www.nuh.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Nottingham University Hospitals NHS Trusts

Address

Queens Medical Centre

Derby Road

Nottingham

NG7 2UH

Employer's website

https://www.nuh.nhs.uk/ (Opens in a new tab)