Finance Personal Assistant Apprentice

Mersey and West Lancashire Teaching Hospitals NHS Trust; Knowsley; On-site; GBP 20,000 - 21,000; Full time

Job summary

A leading NHS organization in England is seeking a dedicated apprentice for a Business Administration Level 3 Qualification. This role offers hands-on experience, secretarial support, and the opportunity to develop essential skills. You will manage diaries, coordinate meetings, and maintain effective communication within the Finance, Procurement & Information Department. Applicants should possess strong communication skills and a basic knowledge of Microsoft Office. Competitive apprenticeship salary applies.

Benefits

Paid employment with holiday leave

Hands-on experience in a leading NHS organization

Support for nationally recognized qualification

Qualifications

• Proactive, detail-oriented and able to work independently and as part of a team.
• Ability to manage multiple diary and meeting arrangements simultaneously.

Responsibilities

• Provide secretarial support to all three teams within the Finance, Procurement & Information Department.
• Organise and manage diaries for the Senior Leadership Team.
• Plan and create departmental newsletters, e-forms and questionnaires.
• Co-ordinate and monitor compliance with mandatory training and appraisal activity.

Skills

Excellent written and verbal communication skills

Strong organisational and prioritisation skills

Attention to detail

Basic knowledge of Microsoft Office (Word, Excel, PowerPoint)

Education

Level 3 Business Administration Qualification

Job description

This is a 22 months fixed term apprenticeship post of 37.5 per week, Band 3 (under Apprenticeship guidelines, age appropriate, UK National Living Wage applies throughout the apprenticeship), leading to a Business Administration Level 3 Qualification.

As an apprenticeship this role is supported by an accompanying assessment and skills development programme, during which the post holder will gain the skills and knowledge relevant for this role. Learning will be a mix of in the workplace, formal on and off the job training, and the opportunity to practise new skills in a real work environment. On successful completion of their Apprenticeship, they will have the right knowledge, skills, and behaviours they need for their chosen role.

Opportunity Highlights

• Paid employment with holiday leave
• Hands‑on experience working in a leading NHS organisation
• 6 hours per week time, pro rata off‑the‑job learning
• Support to gain a nationally recognised qualification

Role and Responsibilities

• Provide secretarial support to all three teams within the Finance, Procurement & Information Department.
• Organise and manage diaries for the Senior Leadership Team, providing a first‑class secretarial service and ensuring their daily workload and priorities are met.
• Maintain appointments and diary management, implementing bring‑forward systems, arranging venues, speakers, travel and accommodation, ensuring timely and efficient communication.
• Plan, organise meetings and training events, including booking venues and hospitality. Design flyers and send information out in advance to attendees and keep a record of attendance.
• Take notes or minutes and actions at meetings, type and distribute electronic or hard copies within a given time frame, ensuring dissemination of information requested at meetings. Ensure that agendas are prepared and circulated prior to meetings.
• Act as a point of contact within the Finance Department, Trust and external users ensuring that communication links are always maintained. Ensure that all communication functions are in place across the team.
• Plan and create departmental newsletters, e‑forms and questionnaires.
• Co‑ordinate and monitor compliance with mandatory training and appraisal activity for the team and report compliance.
• Co‑ordinate and monitor compliance with internal processes within the department, ensuring that First Aider, Fire Warden and other health and safety positions have assigned staff members, and are up to date with training where needed.
• Co‑operate with the introduction of new technologies and new IT systems and support the team with implementation.
• Search the intranet and internet for particular policies and guidelines as requested by the Team.
• Work as a team to ensure that adequate stationery and relevant stocks within the department are kept to an acceptable level.
• Send e‑mails and produce letters, PowerPoints and reports using detailed knowledge of Microsoft Office.
• Co‑ordinate FOI requests and responses, ensuring deadlines and appropriate governance is met throughout the process.
• Prepare Human Resources administration as necessary, including staff change of details forms, variation forms and leavers form appropriately.
• Undertake tasks delegated by the team to assist in meeting activity targets and delivering Key Performance Indicators, ensuring deadlines are met.
• Provide administrative and secretarial support to other Managers within the Department.
• Work collaboratively with other members of the administrative and clerical team to ensure that the department always runs effectively.
• Maintain accurate and efficient records, manage filing and bring‑forward systems. Suggest and implement new and improved systems and ways of working where this will improve efficiency and effectiveness.
• Deal effectively with mail, e‑mails and telephone enquiries from within and outside of the Trust, communicating all relevant information to the team as appropriate.
• Coordinate the Trust weekly lottery by following the appropriate guidance and governance.
• Ensure that any correspondence and communication is recorded in real time on the InPhase system for all risks and incidents when required by the team.
• Ensure that matters of a confidential nature, including information relating to staff and patients, are not divulged to any unauthorised person.

Qualifications and Experience

• Level 3 Business Administration Qualification.
• Excellent written and verbal communication skills.
• Proactive, detail‑orientated and able to work independently and as part of a team.
• Strong organisational and prioritisation skills, with the ability to manage multiple diary and meeting arrangements simultaneously.
• Basic knowledge of Microsoft Office (Word, Excel, PowerPoint).

Equal Opportunities Statement

We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under‑represented groups.

As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

Application Process

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.

If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [email protected].