Apprentice Administration Assistant

Nottingham University Hospitals NHS Trust; Nottingham; On-site; GBP 12,000 - 18,000; Full time

Job summary

An exciting opportunity awaits as an Apprentice in the Estates and Facilities Hub Team at a leading healthcare provider. This role offers a chance to gain hands-on experience while pursuing a nationally recognized Business Administration Level 3 qualification. You'll be integral in supporting administrative tasks, engaging with various departments, and contributing to the smooth operation of essential services. Join a diverse and dynamic team dedicated to delivering exceptional healthcare and take the first step toward a rewarding career with ample personal development opportunities.

Qualifications

• Functional skills in English, Maths, and ICT are required.
• GCSE Grade C or above in English and Maths is essential.

Responsibilities

• Provide general office and administration support to the team.
• Assist in arranging meetings and maintaining databases.
• Handle incoming and outgoing post efficiently.

Skills

Administrative Support

Communication Skills

Organizational Skills

Confidentiality Awareness

Education

Functional Skills Level 1 in English, Maths, and ICT

GCSE Grade C or above in English and Maths

Tools

Hospital IT Systems

Job description

Nottingham University Hospitals (NUH) is the biggest employer in Nottingham with over 19,000 staff

Main area: Estates & Facilities

Grade: £240 per week

Contract: Apprenticeship: 18 months (Fixed Term 18 months)

Hours: 37.5 hours per week (Full time)

Job ref: 164-6911503

Site: QMC and City, Town: Nottingham

Salary: £12,514 per annum

Salary period: Yearly

Closing: 26/01/2025 23:59

Job overview

An opportunity has arisen for an Apprentice to join the Estates and Facilities Hub Team at NUH and really make a difference.

As an Apprentice, you will support the estates and facilities team through a range of duties including administration tasks, general office duties, filing, photocopying, typing letters and reports, and raising purchase orders for goods and services.

As part of this role, the apprentices will work towards a nationally recognised Business Administration Level 3 qualification and will get involved in projects to grow their skills.

Main duties of the job

In addition to the below summary, you need to familiarize yourself with full Job Description and Person Specification documents.

The post holder will become fully conversant and competent in providing administrative support within Estates and Facilities which provide essential corporate services across a large and diverse range of activities within the Directorate.

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

1. Provide general office and administration support service to the administration team.
2. Undertake general office duties, for example, answering the telephone, taking messages, filing, photocopying, scanning, handling incoming and outgoing post.
3. Assist the administrative team to arrange and administer meetings/conferences/events, including booking venues and preparing and distributing papers.
4. Under supervision, produce accurate letters, minutes, reports, and maintain databases as required.
5. Under supervision, develop and maintain administrative support systems, ensuring that systems are effective and reviewed regularly.
6. Assist with the ordering of supplies as appropriate.
7. Assist in the procurement of products/services via the Trust's purchase order system and receipting invoices as required.
8. Distribute and open incoming mail in a timely manner and deal with appropriately.

Working for our organisation

With over 20,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education, and innovation.

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world-class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.

Detailed job description and main responsibilities

1. Provide general office and administration support service to the administration team.
2. Undertake general office duties, including answering the telephone, taking messages, filing, photocopying, scanning, handling incoming and outgoing post.
3. Communicate with staff and visitors on a daily basis, providing support when required and working to help resolve any issues.
4. Assist the administrative team to arrange and administer meetings/conferences/events, including booking venues and preparing and distributing papers.
5. Under supervision, produce accurate letters, minutes, reports, and maintain databases as required.
6. Under supervision, develop and maintain administrative support systems, ensuring that systems are effective and reviewed regularly.
7. Assist with the ordering of supplies as appropriate.
8. 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.
9. Record and securely store information relating to confidential matters and enquiries.
10. Be able to competently use Hospital IT systems and participate in training programmes to develop personal skills.
11. Maintain a tidy, safe working environment, reporting any hazards or faults timely and appropriately.
12. Undertake any other duties that may reasonably be required.
13. Participate in an annual appraisal to identify necessary personal development.
14. Undertake mandatory training as required.

Person specification

Training & Qualifications

• Functional skills level 1 in English, Maths, and ICT (or equivalent)
• GCSE Grade C or above in English and Maths (or equivalent)

Experience

• Previous experience of working within an administrative setting

Communication Skills

• Demonstrates understanding of patient/client confidentiality

Analytical/Judgement Skills

• Ability to work in a non-discriminatory manner to ensure equal opportunities

Planning/Organisational Skills

• Good organisational skills