Apprentice Administration Assistant
Job overview
Nottingham University Hospitals NHS Trust has an exciting non-clinical administration apprenticeship role within the Organisational Development Team.
As an apprentice you will complete a Level 3 Business Administration NVQ qualification over 18 months, whilst gaining valuable work experience at the same time.
We require an enthusiastic, motivated individual to join our dynamic and busy team who are committed to providing non-clinical learning, development and educational programmes to managers, leaders and teams across the Trust.
What is OD (Organisational Development)?
Organisational Development at NUH supports individuals and teams to have the best experience at work; to feel valued, a sense of belonging and part of improving the organisation. It supports the organisation to grow a positive culture, improve our services and create a place where people want to come to work and where citizens receive great care.
At NUH the OD team lead on Culture, Leadership Development and Team development.
As part of the application process, you will be asked to complete a Supporting Information section. This is your opportunity to showcase you! You should outline your skills, experience, and achievements, providing further information/evidence of your suitability for the role, with particular reference to the essential criteria (outlined in the attached Person Specification).
Main duties of the job
In addition to the below summary, you need to familiarise yourself with the full Job Description and Person Specification documents attached to this advert.
The Administration Assistant Apprentice will assist the Administrative team in delivering excellent customer service and administrative support. Acting as a first point of contact for colleagues enquiring or booking onto workshops and courses offered by the team.This will be via email and telephone.
You will also support with course bookings, venue booking arrangements, producing reports, and training documents to support a team of training facilitators.
The role makes full use of Microsoft Office 365 applications including Word, Excel, PowerPoint, Outlook, SharePoint, Forms, and MS Teams.
This is a hybrid working role, working from home, City Hospital Campus and on occasion other NUH sites to support the service. You will need to be able to work alone and with others.
The post holder will be given 6.5 hours per week, within the working week to study towards the Level 3 qualification.
The post holder will be expected to act as an ambassador for the directorate and organisation, complying with the Trust's Values and Behaviours at all times.
Working for our organisation
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
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 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.
Detailed job description and main responsibilities
Administrative Duties
Be responsible for key administration activities, which support the Organisational Development Team.
Assist the administrative team to arrange and administer team meetings and events, including booking venues, preparation and distribution of papers, under supervision produce minutes and actions.
Support the delivery of development and training through virtual or face to face classroom sessions by; booking venues, booking learners onto the events, compiling registers, printing course material, typing up notes.
Input learning and development information accurately into the NUH Learning Management System and other relevant spreadsheets.
To support the administration of our consultancy service, this role will use a full range of 365 packages (PowerPoint, Word, Excel, Lists, MS Forms, Planner).
Confidently deal with queries by phone call and email, from NUH colleagues relating to their learning and development activities.
Maintain knowledge and understanding of in-house development events in order to deal with queries.
Maintain the high profile of the Organisational Development Team by ensuring that responses and materials are of high quality, by interacting with colleagues and service users professionally and fairly, following NUH’s brand guidelines and by presenting a professional image at all times.
Attend and contribute to team meetings.
Participate in your personal development review (121 and appraisal) process.
The post holder will be required to undertake mandatory training as and when required.
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.
Undertake any other duties which may be reasonably required.
See the Job description and person specification for more information
Person specification
Experience
Essential criteria- Experience of using Microsoft Word and Excel at a basic level
- Previous experience of working within an administrative setting is desirable in either a paid or voluntary capacity but not essential.
Training & Qualifications
Essential criteria- Functional skills level 1 in English, Maths and ICT
- English and Maths GCSE Level C or Above
Communication and relationship skills
Essential criteria- Good communication skills.
Analytical and Judgement skills
Essential criteria- Able to make judgements involving straightforward facts or situations and problem solve
Planning and organisation skills
Essential criteria- Able to organise own day to day work tasks or activities when workload is allocated.
- Good organisational skills.
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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.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
NUH are now able to offer application completion support and interview preparation support. Please follow the link to book onto our sessions: Support for NUH Job Applications
If you are aged 16 or 17 and applying for a role that is more than 20 hours a week, please be aware that you will be asked to commence an Apprenticeship within the Trust alongside your role, as long as there is a suitable apprenticeship standard available. This is in line with the current guidance in England that whilst young people under the age of 18 can leave school (on the last Friday in June) they must then do one of the following:
- Stay in full-time education, for example at a college
- Start an Apprenticeship
- Spend 20 hours of more a week working or volunteering, while in part-time education or training
For more details visit; School leaving age - GOV.UK (www.gov.uk)
Salary: The quoted salary will be on a pro rata basis for part time workers.Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment.The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£49.50 for enhanced and £21.50 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
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