Apprentice Administration Assistant/Receptionist

Job overview

This role requires a skilled team receptionist with the ability to provide an efficient administrative service to the Community Forensic Services based in the office at Westminster House, Mapperley.

This role requires a friendly, caring and energetic person who works well on their own and within a team, as well as having a positive can do attitude and be able to use their own initiative.

This role will include welcoming clients/visitors to the building and ensuring they check in/sign in the visitors book, ordering equipment on the procurement system, logging issues with the building to estates & facilities, doing the weekly building checks, checking the cameras and staff personal alarms are in working order.

Main duties of the job

Reception duties to include meeting patients, visitors and staff and dealing with face to face/telephone enquiries.

Maintain healthcare records including computerised systems and databases.

To receive and make internal & external telephone calls from staff, service users/patients, members of the public and external agencies ensuring that messages received are appropriately signposted and actioned.

Preparation of clinics, i.e. ensuring up to date records are available.

Type up correspondence as required (letters, memos and reports etc).

Co-ordinating healthcare appointments for patients.

To implement and maintain adequate filing and follow up systems.

Transfer of individual and bulk files for archiving between locations.

Filing and photocopying, scan and attaching documents.

Input clinical data and maintain.

Identify health and safety practices that are appropriate to self and others.

To participate in appropriate training courses and updates in accordance with mandatory requirements and undertake a personal development plan.

To be flexible in the role and to cover other areas to support the demands of the service.

To undertake any other duties that would be a reasonable expectation of the role.

Working for our organisation

#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and

offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.

We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.

These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.

The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.

The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment

Detailed job description and main responsibilities

To contribute to the administrative work within the team.

To gain an understanding of how the team functions by providing support as required whilst gaining knowledge and experience and by undertaking training in the following:

Business Administrator Level 3 Apprenticeship

Knowledge-based off the job training will take place during the 18 months of the Apprenticeship. The Apprentice must complete 20% off the job training to be eligible for the Apprenticeship.

For further information about the job role please read the job description and job specification attached.

Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.

You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.

Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.

Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa

Person specification

Qualifications

• Good standard of general education to GCSE level (or equivalent) to include GCSE in English & Maths C/4 or above.

• IT qualification

Experience

• Keyboard/Word Processing experience
• Microsoft Office Software experience
• Work experience (paid or voluntary)

• Customer Care Experience

Skills

• Hard working and self-motivated
• Able to work well independently and as a part of a team.
• Ability to use own initiative.

Values and Behaviours

• All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
• All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust’s expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation

Contractual Requirements

• Willingness to travel to a variety of bases within a defined geographical locality.

Physical Requirements

• Light physical moving and handling ability

Knowledge

• Good interpersonal and communication skills
• Written communication skills
• Good organisational skills and punctual
• Conscientious with attention to detail
• Willing to learn and to have an ability to retain information
• Knowledge of and willingness to display confidentiality

• We reserve the right to close the post early once we have received a sufficient number of applicants.
• The Trust believes in treating everyone with dignity and respect and encourages applications from all sectors of the community. We guarantee an interview to candidates with disabilities who meet the minimum essential criteria.
• In submitting an application form, you authorise Nottinghamshire Healthcare NHS Foundation Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you. This data will be transferred using NHS Electronic Staff Record and third party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post. Should you require any further information please refer our Privacy Policy shown on the Trust website, please click here for more information.
• For eligible posts, DBS disclosures are mandatory before commencement of employment. If you are in a position that is deemed a regulated adult and/or child care role, you will not be able to start your employment until we have received a satisfactory DBS Disclosure. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Convictions which would otherwise be considered as 'spent' will also be checked as part of an Enhanced DBS Disclosure.