Apprentice Administrative Assistant

Bristol NHS Foundation Trust; West of England; On-site; GBP 17,000 - 21,000; Full time

Job summary

Bristol NHS Foundation Trust offers a Business Administrator Apprenticeship lasting 15-18 months, delivering a Level 3 qualification through blended online and on-site learning at the Southmead campus. You’ll get monthly lessons, 1:1 tutor support, and a workplace mentor, with an End Point Assessment by Innovate Awarding.

The role supports Senior Leaders, coordinates meetings, maintains records, supports projects and ensures high-quality administrative services across the division.

Qualifications

• GCSE English Language and Maths grade A-C (Grade 4 and above) or equivalent level.
• ICDL (International Computer Driving Licence).

Responsibilities

• Provide high-quality administrative support including managing correspondence, telephone enquiries, post, document scanning and producing simple reports.
• Organise meetings: book rooms, prepare agendas, papers, coordinate attendance, take minutes and maintain action logs.
• Identify scheduling conflicts or administrative issues and escalate as needed.
• Maintain divisional records and data systems in line with policies and GDPR.
• Support roster administration for senior staff ensuring payroll deadlines are met.
• Assist with service improvement projects, monitoring actions and coordinating meetings.
• Assist HR activities including investigations and minute-taking of confidential documentation.
• Manage workload, use initiative to resolve routine issues and improve processes.
• Maintain confidentiality and high standards of customer service for Senior Management Team.

Skills

Communication

IT skills

Time management

NHS systems

AI Copilot

Education

GCSE English & Maths

ICDL

Tools

Outlook 365

Microsoft Office

Power BI

Trac

Allocate

Copilot AI

Job description

You will complete the Business Administrator apprenticeship which is a 15-18 month learning programme consisting of:

• 15-month training and support to develop the knowledge, skills, and behaviours to gain a Level 3 Business Administrator qualification.
• We are a registered training provider here at Bristol NHS Foundation Trust and as such your learning is delivered in a blended model both online and at our Learning and Research centre on our Southmead campus.
• You will be supported to complete monthly lessons, assignments, skills assessments and 1:1 support with a dedicated tutor/assessor
• You will have access to a workplace mentor to support you to put your learning into practice.
• The End Point Assessment delivered by Innovate Awarding - graded Pass or Distinction

Please note to be eligible for the apprenticeship you must be:

• Over the age of 16
• Have lived in the UK/EEA for the past 3 years.
• Have the right to work and reside in the UK.
• Not be currently working towards any other government funded training programme.
• Hold GCSE Maths and English at minimum of Grade C/4

This is an exciting opportunity to work at the heart of a busy NHS division, supporting Senior Leaders and contributing to the delivery of high-quality healthcare services. No two days are the same. From coordinating meetings and maintaining key records to supporting projects and producing accurate documentation, you will play an important role in ensuring the smooth running of divisional operations.

Main duties of the job

Key responsibilities include:

• Providing high-quality administrative support, including managing correspondence, telephone enquiries, post, document scanning and the production and distribution of simple reports.
• Organising meetings, including booking rooms, preparing agendas and papers, coordinating attendance, taking accurate minutes and maintaining action logs.
• Identifying scheduling conflicts or administrative issues, taking appropriate action or escalating where necessary.
• Maintaining divisional records and data systems, ensuring information is accurate, up to date and handled in accordance with Trust policies, Information Governance requirements and GDPR.
• Supporting roster administration for senior nursing staff, ensuring records are maintained accurately and submitted within payroll deadlines.
• Providing administrative support to service improvement initiatives and divisional projects, including monitoring actions, maintaining documentation and coordinating meetings.
• Assisting with HR-related activities, including supporting investigations and formal meetings through minute-taking and administration of confidential documentation.
• Managing and prioritising a busy workload, using initiative to resolve routine issues and contribute to the continuous improvement of administrative processes and services.
• Maintaining confidentiality, professionalism and high standards of customer service whilst supporting the Senior Management Team and wider Division.

About us

Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations,operatingfrom three main sites at Southmead, Bristol citycentreand Weston.

With an annual turnover of £2.3 billion, we are now one of the largest NHS trusts in the United Kingdom. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that theSouth Westhas to offer.

Bristol NHS Foundation Trust values all people as individuals. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retaina workforce whichrepresentsthe rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your applicationin order toensurewe'remeeting our pledge.

Job responsibilities

For a more detailed job description, main responsibilities, and Person Specification, please refer to the job description document attached to this vacancy.

Education and qualifications

• GCSE in English Language and Maths grade A-C (Grade 4 and above) or equivalent level
• ICDL (International Computer Driving Licence)

Knowledge, skills and abilities

• Good communication skills, both written and verbal
• Excellent IT and keyboard skills- Outlook 365/ all Microsoft packages
• Ability to manage workload, organise tasks and meet deadlines with minimal supervision
• Familiarity with use of NHS systems such as Trac, Allocate/rosters, Power BI
• The ability to use AI/Copilot tools efficiently

Experience

• Prior clerical or administrative experience (not necessarily NHS specific)
• Experience handling confidential or sensitive information in accordance with GDPR
• Experience supporting with meeting management, including managing dairy entries, preparing papers, upkeeping action logs, minuting.
• Experience in a healthcare setting
• Experience supporting project work or data entry
• Excellent organisational skills
• Prioritising own workload and working to tight deadlines
• Professional and polite manner
• Reliable, motivated and able to able to use own initiative

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.