Apprentice Administration Assistant

Nottingham University Hospitals NHS; Nottingham; On-site; GBP 21,000 - 26,000; Full time

Job summary

Nottingham University Hospitals NHS is seeking an adaptable administrative support team member to provide a wide range of office duties within the administration team.

The role involves handling calls, filing, meeting arrangements, and preparing papers under supervision while developing efficient filing systems and IT literacy across hospital systems. Emphasis on confidentiality and organisational skills will be essential.

Qualifications

• Functional skills level 1 in English, Maths and ICT (or equivalent).
• GCSE Grade C or above in English and Maths (or equivalent).
• Experience of working within an administrative setting (desirable).
• Good communication skills and understanding of patient confidentiality.

Responsibilities

• Provide general office and administration support to the team.
• Answer the telephone, take messages, filing, photocopying, scanning, posting duties.
• Assist in arranging meetings/conferences/events, including booking venues and papers.
• Produce letters, minutes and reports under supervision; maintain databases.
• Develop and maintain administrative systems, including filing (manual and electronic).
• Assist with ordering of supplies and share workload during staff leave to ensure service quality.
• Record and securely store confidential information; ensure health and safety compliance.

Skills

Communication skills

Organisational skills

Confidentiality awareness

English proficiency

Education

NVQ level 2/3 in Business Administration

Certificate in Principles of Business and Administration

GCSE English and Maths

Job description

Detailed job description and main responsibilities

To provide general office and administration support service to the administration team.

To undertake general office duties, for example, answering the telephone, taking messages, filing, photocopying, scanning, handling income and outgoing post, etc.

To communicate with staff and visitors on a daily basis, providing support when required and working to help resolve any issues.

Assist the administrative team to arrange and administer meetings/conference/events, including booking venues, the preparation and distribution of papers.

Under supervision produce accurate letter, minutes, reports and maintain databases etc. as required.

Under supervision develop and maintain administrative support systems, including bring forward files and manual and electronic filing systems, ensuring that systems are effective in their use and are reviewed regularly.

To assist with the ordering of supplies as appropriate.

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 record and securely store information relating to confidential matters and enquiries.

Distributing and opening in-coming mail timely and dealing with appropriately.

Be able to competently use Hospital IT systems and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.

Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.

Undertake any other duties, which may reasonably be required.

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 required.

Communication and Working Relationships

To communicate as appropriate with a range of internal and external stakeholders and partners.

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 2/3 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 and Department Manager.

Person specification

Training & Qualifications

Essential criteria

• Functional skills level 1 in English, Maths and ICT (or equivalent)

Desirable criteria

• GCSE Grade C or above in English and Maths (or equivalent)

Experience

Desirable criteria

• Previous experience of working within an administrative setting

Communication Skills

Essential criteria

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

Analytical/Judgement Skills

Essential criteria

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

Planning/Organisational Skills

Essential criteria

• Good organisational skills

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 the 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.

Applicants are kindly requested to refrain from using AI at any stage during the recruitment process.