Administrative Support to the Quality Team (Apprentice)

Job overview

This exciting opportunity to support the Quality Team with administrative duties in relation to workstreams and events that support the quality agenda.

The opportunity to develop skills in relation to databases and applications.

Manage own workload

Main duties of the job

• To provide administrative support (such as filing, scanning, typing, data input, photocopying, booking rooms, ordering stationary, saving documents as instructed) as directed by members of the Quality Team. Assist and/or deal with (as appropriate) enquiries and information requests via face to face, telephone and email by way of message taking, conveying messages verbally and/or transferring calls, checking individual calendars as necessary, whilst maintaining confidentiality at all times. Skilled in the use of multiple IT packages and systems in order to: write letters or emails, create proposals, take and perform minutes from meetings, perform financial processes, record and analyse data. To respond to all emails, correspondence and telephone calls and liaise with other departments within the Trust in a friendly and professional manner, when assigned to that task. To provide administrative support to meetings including preparing agendas and taking accurate minutes at relevant meetings. To provide administrational duties in a professional, polite and timely manner with attention to both patients and staff to the highest standard. Input, retrieve and update information and records using the departmental and Trust computer systems, as required. Assist the administration team with greeting visitors to the department and notify the appropriate member of staff

Detailed job description and main responsibilities

• Main Duties 1.      To operate at all times within the local Standard Operating Procedures relevant to the area of work. 2.      To provide administrative support (such as filing, scanning, typing, data input, photocopying, booking rooms, ordering stationary, saving documents as instructed) as directed by members of the Quality Team. 3.      Skilled in the use of multiple IT packages and systems in order to: write letters or emails, create proposals, take and perform minutes from meetings, perform financial processes, record and analyse data. 4.      To assist and/or deal with (as appropriate) enquiries and information requests via face to face, telephone and email by way of message taking, conveying messages verbally and/or transferring calls, checking individual calendars as necessary, whilst maintaining confidentiality at all times. 5.      To check the shared inboxes for work streams and respond to any general enquiries using the standard emails or escalate to a member of the team as appropriate. 6.      To respond to all emails, correspondence and telephone calls and liaise with other departments within the Trust in a friendly and professional manner, when assigned to that task. 7.      To provide administrative support to meetings including preparing agendas and taking accurate minutes at relevant meetings. 8.      To provide administrational duties in a professional, polite and timely manner with attention to both patients and staff to the highest standard. 9.      To input, retrieve and update information and records using the departmental and Trust computer systems, as required. 10.  Assist the administration team with greeting visitors to the department and notify the appropriate member of staff 11.  To ensure that security in the work environment is maintained, locking doors and windows, challenging unknown persons who enter the work area and by wearing the Trust identity badge at all times whilst at work. 12.  To undertake statutory and mandatory training as required in accordance with Trust’s policies and procedures. 13.  To maintain at all times the rules relating to patient confidentiality. 14.  Assisting in maintenance of a clean, tidy, organised and appropriately stocked environment. 15.  Become familiar with and complying with all health and safety regulations, Trust policies and procedures and incident reporting. 16.  Any other duty, requested by line manager or Quality Team, as deemed appropriate and relevant to the role. 17.   Any other adhoc duties as and when required in line with service needs and commensurate within this training position.