Apprentice Business Support Administrator
Are you someone looking for a career in one of the UKs most respected mental health and learning disability trusts?
Would you like to be part of a dedicated team committed to helping those with mental health & learning disability problems enjoy a better future?
Would you like to do a job that makes a difference every day?
We are excited to offer the opportunity for an Apprentice Business Administrator to join our busy Practice Education team whilst being supported to complete a level three apprenticeship in business administration.
Main duties of the job
The post holder will be responsible for the accurate entry of data into various workforce information systems. They will be responsible for maintaining electronic and manual systems in conjunction with a variety of administrative activities and maintaining confidentiality of all information in the Department within data protection principles.
They will also provide clerical support to members of the Department and will be learning different aspects of the administrator role with a view to being able to progress into such a position in the future.
The successful applicant will have release days to attend college to help facilitate their learning at the end of which they will obtain a nationally recognised qualification.
About us
We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do.
Our values
We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trust's core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.
We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part-time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.
Job responsibilities
Administration services underpin all of our clinical activity at Devon Partnership NHS Trust, which means our dedicated and enthusiastic administration workforce is vital to the delivery of first-class care.
The post holder will provide comprehensive administrative support to the Practice Education team. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. The post holder will have a high standard of skills using Microsoft Office packages and experience of using bespoke IT systems.
The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate. The role will involve the coordination and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems.
Duties and Responsibilities
Key Responsibilities include:
1. Work within the Practice Education team providing advice and guidance to staff, managers and students in relation to Apprenticeships, Student Placements and Preceptorship programs.
2. Comprehensive diary management.
3. Meetings administration including taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records.
4. Support the manager and team by ensuring that records are up to date on all staffing systems as required and that items are dealt with quickly and efficiently on Trust systems.
5. Contribute to the smooth running of administrative systems including management of generic email accounts and electronic and paper filing systems as well as other forms of correspondence.
6. Undertake the pre and post administration associated with the delivery of courses and meetings, including booking of venues, trainers/speakers and equipment as well as reproduction of course materials for events and distributing agendas/notes and managing multiple diaries.
Profile
* Excellent planning and organisation skills.
* Professional telephone manner.
* Collegiate approach and diligent.
* Take pride in their work and consistently strive to produce work of the highest standard.
* Seek to deliver the best possible outcome rather than just the task at hand.
* Work in partnership with the Manager/associated team to understand their needs and priorities (which may change depending on workload).
* Experience of prioritising a varied and busy workload.
* Experience of working under pressure with the ability to work to and achieve deadlines.
Person Specification
Other
* Positive attitude towards mental ill health and disability.
* Commitment to Trust Values.
Experience
* Excellent organisational skills.
* Ability to prioritise workload and adapt to change when required.
* Previous experience of working within an administrative or secretarial team.
* Experience of dealing with confidential and complex information.
* Ability to take accurate formal and informal minutes.
* Demonstrate good numeracy and literacy skills.
* Previous experience of working in a Healthcare or Social Care administrative setting.
Qualifications
* GCSE grade A to C in English and Mathematics or equivalent.
* If not obtained requirement to complete English and Mathematics Level 2 within one year of commencing employment.
* Evidence of continuing professional and personal development.
* RSA 3 Word Processing or equivalent level of experience in practice.
* ECDL (European Computer Driving Licence). Similar qualification or equivalent experience.
* Shorthand or Speedwriting.
Skills and abilities
* Excellent interpersonal and communication skills both written and verbal.
* Able to deal confidentially and tactfully with people at all levels.
* Ability to take and convey clear messages.
* Experience in dealing with people in distress in a calm and confident manner.
* Ability to recognise when other communication aids may be needed.
* Willingness to embrace new ways of working/changes.
* Understanding and respect of confidentiality in the workplace.
* Ability to work under pressure.
* Able to plan, organise, prioritise, coordinate and work flexibly.
* Ability to exercise initiative operating within procedural guidelines.
* Ability to work without direct supervision on a day-to-day basis.
* Able to deal with difficult situations.
* Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision.
* Plan and prioritise own workload, ability to meet deadlines and work under pressure.
* Ability to recognise and manage challenging situations in a calm and professional manner.
* Adaptable in continuous change and able to learn quickly.
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