Band 2, Clinical Services Administrative Assistant Apprentice, Swindon

Avon and Wiltshire Mental Health Partnership NHS Trust; Swindon; On-site; GBP 15,000 - 20,000; Full time

Job summary

A leading organization in mental health care offers an apprenticeship in administration based in Swindon. The role supports clinical teams and provides an opportunity to learn essential administrative processes in the NHS. Candidates with basic education are encouraged to apply, as extensive experience is not required. This position is ideal for those eager to start a career in NHS administration.

Qualifications

• Basic educational attainment including GCSE English and mathematics or potential to achieve this level.
• Knowledge of administration and procedures.
• Need for dexterity and keyboard coordination.

Responsibilities

• Provide non-clinical administrative information to colleagues and service users.
• Input documents and manage electronic patient records.
• Arrange meetings and undertake reception duties.

Skills

Empathy

Coordination for keyboard skills

Education

GCSE English and Mathematics

Job description

Job overview

This is a full-time, office based role in Swindon. The post holder will be expected to travel to multiple sites: Chatsworth House, Sandalwood Court and The Victoria Centre.

This role is designed for someone with very limited administrative experience, please do not apply if you have a degree level qualification or have extensive knowledge of admin roles.

An apprenticeship post has been created to support various clinical teams. This will give the post holder the opportunity to learn about administration in the NHS and will give them a solid basis for their future career in administration in the NHS.

The post holder will learn about the processes and systems we use as a Trust in order to provide an exemplary service to our patients. The post holder will be a part of a team providing all administrative tasks to a multidisciplinary clinical team.

The post holder will receive support and mentoring in order to fulfil the criteria within the Apprenticeship.

Please use the supporting information section of this application to discuss your competencies in the below person specification. Please draw on parallels from your educational experiences or any non administrative positions you may have held.

For further information/clarification on the role please contact the Swindon Admin Leads: [e-mail]

This role is not eligible for visa sponsorship.

Main duties of the job

All aspects of administrative work, including but not limited to:

Inputting documents and notes onto the electronic patient records

Making appointments

Arranging meetings including collating of papers, agendas, and note taking.

You will also be expected to undertake an apprenticeship qualification which involves weekly independent study with the support of a mentor.

Working for our organisation

We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust): a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.

We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.

Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.

AWP is committed to support and create a positive research and evidence-based environment and culture, which can have a beneficial impact on everyone who works for the organisation and the care we provide to those who use our services.

At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.

Detailed job description and main responsibilities

Provide non-clinical administrative information to colleagues, service users and others, this may include, for instance, providing information about appointments and admissions.

Undertake reception duties as required, including room bookings and undertaking general environmental checks. Log maintenance calls, order stationery and generally support the smooth operation of the office/team base.

Type documents and undertake basic word processing tasks as required. Some content may, on occasions, be distressing.

Take and/or transcribe notes when required by more senior admin colleagues, seeking support and guidance as required.

Input data into simple spreadsheets, using established procedures and using established databases, seeking support and guidance as required.

Run standard reports from established systems, following closely the clear guidance of others.

Organise straightforward activities such as meetings; some on an ongoing basis, seeking support and guidance as required.

Provide information to patients, relatives and the multi-disciplinary team about admissions and appointments, seeking support and guidance as required.

Enter information into diaries, arrange meetings and resolving simple issues such as conflicting appointments and schedules, seeking support and guidance as required.

Support more senior administrative colleagues to demonstrate duties to new starters, as required.

Participate in supervision sessions with your designated line manager / supervisor.

Administer surveys and audits created by others e.g. Friends and Family Test questionnaires, health and safety audits.

Participate in R&D, clinical trials or equipment testing occasionally, when required by more senior admin colleagues, seeking support and guidance as required.

Maintain confidentiality of all information to which you have access, working within clear guidelines, and seeking advice from your supervisor as required.

Miscellaneous Accountabilities

Other tasks which are commensurate with the broad purpose and banding of the post.

Effort Factors

* Constant use of VDU equipment

* Frequent sitting or standing in a restricted position

* Takes notes when required at meetings.

* Occasional exposure to distressing circumstances

Apprenticeship Programme

As this is an apprentice position, you will be required to successfully complete a L3 Business Administrator apprenticeship whilst undertaking the requirements of the position. Applicants will be required to complete a screening assessment which includes English & Maths before an unconditional offer of employment can be made, you will need to successfully complete this within 1 week of being contacted by the apprenticeship training provider.

Your exact pattern of work and study time will need to be agreed with your line manager. You will need to be able to evidence 20% of your working hours, across the full duration of your programme as 'new learning'. Depending on the delivery mode of your apprenticeship programme this requirement may be met through a combination of assessor contacts, online attendance and workplace learning and mentoring.

Eligibility for an apprenticeship programme

Eligibility criteria for apprenticeships is set by the National Education Skills Funding Agency (ESFA) we as a Trust have no influence on this, as funding rules are dictated by the UK government. Within these rules it stipulates that:

(1) You must have been an ordinary resident of the UK/EU country for at least 3 years prior to the start date of the apprenticeship (which does not include time on a student visa)

(2) You must have enough time remaining on your current visa to cover the full duration of the apprenticeship programme.

(3) You must not be undertaking any other Government funded training programmes at the same time as the apprenticeship

We will be required to check the above eligibility criteria before an offer of employment, which includes the apprenticeship programme can be made.

You will also be asked to undertake an initial assessment if successful in securing this apprenticeship post. This will include a short English and Maths assessment to assess your current competency level, and to identify if you may require any additional support.

Person specification

Shortlisting

Essential criteria

• Basic educational attainment including GCSE English and mathematics or the potential to achieve this level of education / skills equivalent And/or You must be eligible to undertake an apprenticeship within this apprenticeship position. You must show willingness and commitment to ensure you complete the apprenticeship within a timely manner.
• Knowledge of administration or administrative procedures and systems, some of which are routine activities such as answering queries, acquired through experience and training.
• Dexterity co-ordination for keyboard skills or equivalent
• Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.

Desirable criteria

• Experience of carrying out standard administrative tasks.
• Accustomed to using computers and word processing packages

We are proud to be fostering a diverse workforce that reflects our communities. A key commitment to this is improving staff representation from Black, Asian and Minority Ethnic communities, those from the LGBTQ+ communities, people with 'lived-experience' of mental health conditions and people living with disabilities,- we are a 'Disability Confident Employer' offering a guaranteed interview to Disabled applicants who meet the essential criteria. This includes people with a variety of disabilities and neurodivergent conditions (for example autism, ADHD, sensory, physical and learning disabilities).

We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service users.

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Please apply to join us, we would love to hear from you. Any personal details you supply to us are kept safe in line with the General Data Protection Regulations.

Adverts normally close for application a few minutes before midnight on the closing date and we will let you know if we are offering you an interview by email via our recruitment system 'TRAC'. We contact all applicants within 4 weeks after the closing date, so please check your emails regularly once you have submitted your application; you are welcome to contact us, via the TRAC system, if you have any queries about your application.

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Application numbers

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Documents to download

• Job Description (PDF, 512.3KB)
• Inclusive Top 50 UK Employers List (PDF, 78.9KB)
• Financial Support & Discounts (PDF, 919.6KB)
• Value of the NHS Pension Scheme (PDF, 279.0KB)