Apprentice Administrator Assistant (Trust Headquarters)

During your apprenticeship, you will learn how:

To provide an effective service of administrative support within the Trust Headquarters Secretariat To assist with the duties of colleagues within the department in times of absence or heavy workload, and to work as a team member at all times. It is expected that the level of support will increase over time as more experience and confidence are gained Organise own day-to-day work tasks, showing an ability to prioritise in order to achieve set timescales Prepare and circulate weekly PA movements and organise the late shift rota in a timely manner To provide efficient and effective reception cover for Trust HQ, acting as the first point of contact for the department and ensuring a professional, hospitable welcome for all visitors to the department To be responsible for the booking and maintenance of both the Executive Conference Suite and other Trust HQ offices, to be forward-thinking and make informed decisions relating to room bookings at the request of the Executive Team. Ensuring double bookings are avoided or resolved as a matter of priority Ensuring that the reception area is kept tidy at all times and adheres to Health & Safety Requirements Answering the telephone in a courteous manner, recording all messages accurately and referring on as appropriate, taking into account that this may be the first point of contact for distressed and emotional patients and their relatives and ensuring that confidentiality is respected at all times Build and maintain positive relationships within own team, across the wider organisation and with external stakeholders Report any estate or IT queries and follow up as appropriate until resolved To distribute the Post received into the Trust HQ using your own initiative To keep all filing systems, spreadsheets and software systems up to date as and when directed To be responsible for the booking, maintenance and configuration of the Lecture Theatre, to be forward-thinking and make informed decisions relating to room bookings at the request of the Executive Team and the wider organisation. Ensuring double bookings are avoided or resolved as a matter of priority To take room booking requests from external stakeholders To be responsible for the resolution of IT issues relating to the department and external visitors as and when required To be responsible for accurate distribution lists that relate to Trust HQ To communicate sensitive and confidential information both orally and in writing, to managers, staff and external relationships as directed To develop improved administrative systems and/or procedures as necessary To be responsible for the purchase of office refreshments (i.e. milk, tea, coffee) and sundry items as and when required. Report any problems to the line manager as appropriate To be the first point of contact for IWT colleagues to book office spaces where available, answering any queries and providing support where needed

Training:

The apprenticeship is being supported by our training partner, HTP Apprenticeship College. You will be assigned an Apprenticeship Coach who will support you to achieve the Level 3 Business Administrator apprenticeship standard.

You will be developing Knowledge, Skills, and Behaviours in the following areas:

IT Record and Document Production Decision Making Interpersonal Skills Quality Planning Project Management Business Processes

As part of the off-the-job training, you will complete a portfolio of evidence, attend online workshops, have time to study independently, undertake research and write assignments.

The apprenticeship is assessed independently at the end of the practical training. The assessments include an online multiple-choice test, a business project and presentation and a professional discussion based on a portfolio of evidence.

The training will generally take place in the workplace, and you will be given study time to complete your apprenticeship.

Training Outcome:

It is hoped that on successful completion of the apprenticeship, you will be able to secure a permanent role within the Trust.

Employer Description:
Portsmouth Hospitals University NHS Trust,are proud to provide expert, compassionatecare. They support the local population of about 675,000 residents across Portsmouth and south east Hampshire and care for many people beyond.

Working Hours :
Monday - Friday, working 8.30 am - 4.30 pm

Skills:
Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Problem solving skills,Administrative skills,Number skills,Team working,Initiative,Non judgemental,Patience