Apprentice Administrative Assistant

Location
15 Marylebone Road, NW1 5JD
Salary
Annual wage: £22,052
Posted
09 Apr 2019
Closes
09 May 2019
Ref
NHS Brent Clinical Commisioning Group
Start Date
Immediate
Duration
12-18 months

North West London Collaboration of CCGs (hosted by NHS Brent CCG) are looking
for a motivated apprentice to work as part of the HR and Organisation Development
team.

They require an individual who can deal with the administrative duties associated with the smooth running of the office and provide cover for the office as required. Good communication skills
and time management skills are essential.

They will provide regular supervision and appraisal and development necessary for this role. This is a full time post working 37.5 hours per week.

Key responsibilities:

  • The post holder will be expected to support the team in the organisations across a range of administrative activities.
  • To provide general administrative support to the Organisation Development Team.

The overall tasks for both posts are included here to provide an overview of the nature of activities required, and specific duties will be agreed with the appointees:

  • Meeting management, to include organisation of meetings, room booking, assisting in the production of agendas, circulating agendas and papers, gathering presentations and papers for meetings, producing attendance sheets for meetings, and minute taking
  • To plan for and support the logistics for all workshops run by the Organisation Development team. This includes all presentations, use of audio-visual equipment, video conferencing, venue booking & set up, invitations & attendance lists, as well as refreshments
  • Coordination of the Learning and Development booking system and Organisation Development inbox.
  • First point of call for all Organisation Developmentand Learning & Development queries.
  • Health and Well-being advocate
  • Accurate record keeping of Learning &Development course attendance.
  • Room logistics for Learning & Development Training sessions and Induction i.e. Room layout and refreshments.
  • Undertaking document production and management duties (incl. record filing, archiving, document retrieval, photocopying, faxing, scanning, laminating, binding, shredding, etc.), as required.
  • Assisting in the organisation of events, including engagement events with staff and the other stakeholders.
  • Distributing CCG communications to a range of stakeholder groups by email
  • Having knowledge of and assisting with the implementation of all organisational standards, policies and protocols.
  • Assisting in the production and distribution of Human Resources/Organisation Developmentcommunications, including stakeholder newsletters.
  • Having knowledge of and assisting with the implementation of all organisational standards, policies and protocols.
  • Liaising with internal and external stakeholders.
  • Working flexibly across the organisation, covering the work of colleagues during peak periods or absence.
  • Prioritisation of own daily tasks to achieve timescales set.
  • Managing a varied work load in a busy working environment.
  • Filing relevant team documents electronically on shared folders, and maintaining the shared folders.

About the employer

Brent CCG is the GP-led organisation responsible for planning and buying (commissioning) many of the health services needed by the 370,000 people registered with GPs in Brent.

We are made up of all 56 GP practices in the borough and our member practices have organised themselves into four commissioning localities – Harness, Kilburn, Kingsbury, and Willesden.

http://brentccg.nhs.uk/

Address

15

Marylebone Road

NW1 5JD

Working week

  • Monday - Friday 9am-5pm
  • Total hours per week: 37.50

Desired skills

  • Good standard of general education, including English and Maths to GCSE level
  • Knowledge of using office software applications (incl. Word, Excel, Access and PowerPoint and e-mail systems)
  • Attention to detail and accurate word processing and data input skills
  • Ability to operate / aptitude to learn how to operate office equipment (e.g. photocopier, fax, scanner, shredder, document binders etc.)
  • Excellent written communication skills
  • Ability to communicate clearly by telephone and face to face with a range of people including health and social care professionals and the public
  • Good organisational skills, ability to prioritise workload and use initiative
  • Understanding of systems and strategies for ensuring secure storage and handling of information and of the importance of patient confidentiality
  • Willingness to undertake training as required.

Personal qualities

  • Reliable
  • Empathetic
  • Flexible
  • Good team member
  • Awareness of need for confidentiality and information governance
  • Attention to detail
  • Professional appearance
  • Able to prioritise workload to meet deadlines
  • Enthusiastic

Desired qualifications

  • It is desired that the successful candidate will have achieved GCSE (or equivalent) grades A*-C/9-4 in English and Maths.

Future prospects

  • The possibility to progress onto a full time position within the company if hard work has been shown throughout.

Training to be provided

  • Level 3 in Business Administration
  • Functional Skills in Maths and English (If required)
  • This apprenticeship programme will be delivered and completed in the workplace, meaning there is no required day release to college. Upon starting the apprenticeship programme, the successful candidate will be allocated a training consultant who will visit them in the workplace. The apprentice will have regular contact from their allocated training consultant and will be allocated time within their working hours to complete the work that is set for them as part of the apprenticeship programme.

Apprenticeship standard

Business Administrator

Expected duration

18 months

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