Business Support Reception Apprentice

EAST LONDON NHS FOUNDATION TRUST; Greater London; On-site; GBP 17,000 - 21,000; Part time

Job summary

East London NHS Foundation Trust is seeking an administrative/reception apprentice to cover reception duties across multiple locations. You will welcome visitors, answer calls, and support a busy team with confidential information handling in a professional, friendly manner.

The role requires 37.5 hours per week and a flexible approach to cover across locations as needed. You will receive supervision and develop essential administrative skills within a healthcare setting.

Qualifications

• Must be able to work 37.5 hours a week.
• First point of contact in a busy environment, greeting all with professionalism and friendliness.
• Reception and administrative duties across the wider team and multiple locations as required.
• Excellent verbal and written communication skills and ability to handle confidential information.

Responsibilities

• Receive all incoming calls and visitors in a courteous and helpful manner.
• Coordinate and oversee service room bookings and report problems to the line manager.
• Maintain office filing systems and ensure information relating to users is accessible to staff while keeping confidentiality.
• Provide flexible administrative support across locations as required by the line manager.

Job description

• You must be able to work 37.5 hours a week.
• To be the first point of contact within a busy environment and welcome all in a professional and friendly manner. The post holder is responsible for a range of reception and administrative duties and functions within the wider team and ensures that they are carried out efficiently, effectively
• and up to a high standard. To work alongside and to cover, when appropriate, other administration staff across several locations in some instances.
• Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
• To receive all incoming calls and all visitors to the service and deal with appropriately in a courteous and helpful manner.
• To be aware of the teams daily movements, where to contact them and to call them when required and appropriate.
• To assist in providing a flexible administrative service and to undertake several office duties at the request of the line manager across several locations in some instances.
• To co-ordinate and oversee service room bookings and report any problems to line manager.
• To deal with a range of queries from the public and other agencies in a polite and helpful manner, whilst working in reception also by telephone and face to face encounters, seeking advise and guidance from team members as appropriate.
• Ensure all messages are correctly recorded and promptly passed to relevant team members/other personnel.
• When appropriate, and with agreement with the line manager, be responsible for ad hoc and one off secretarial/admin duties for practitioners/directors/managers within the service .
• To maintain office-filing systems and ensure information relating to users of the service is accessible to relevant staff maintaining confidentiality at all times.
• When required, book couriers and ensure mail is franked and sent out in a timely manner.
• To receive regular one to one and team supervision from the line manager. As a service team member to work flexibly in order that essential priority tasks are covered and dealt with.
• To use information technology for a range of purposes.
• To report to the line manager any issues that are of concern relating to health and safety of the building.
• To have excellent verbal, written and communication skills.
• To induct new staff to reception administration systems.
• To have the ability to remain calm and sensitive in difficult and stressful situations.
• To understand reporting lines and who would be the best person to contact in a variety of situations.
• When required be a point of contact for taxi drivers/managers and responsible ad hoc bookings for staff/service users.
• Ensure all security guidelines are followed when receiving visitors, deliveries and maintenance personnel.
• Potential apprentices must be 16 years old or above (there is no upper age limit).
• You must not have prior learning in the same subject that you wish to do an apprenticeship in.
• You must have been living in the UK for the last 3 years.
• If you are on a Visa, you must have a valid visa that covers the length of the apprenticeship contract; read more about whether your visa is suitable here-Apprenticeship Visa Requirements
• You must be able to access public funds and not already be infull-time education.