Business Administrator Apprentice (Level 3)

Job overview

We have an exciting opportunity to recruit a Level 3 Business Administration Apprentice, to join our friendly Admin Team on G1 Ward. G1 Ward is a 16 bedded inpatient Dementia ward based in Sheffield.

This is an ideal role for someone looking to start their administrative career within the NHS, whilst gaining a recognised qualification.

The role will include working closely with ward clerk to gain experience, skills and knowledge of all administrative tasks that are carried out on the ward.

The post will also have direct contact with service users and their families, face to face as well as over the telephone, therefore applicants must be aware working within our service you will be exposed to information that can be of a distressing or upsetting nature.

To apply for this position you must have -

• Lived in the UK, EU or EEA for the previous 3 years
• Have Maths and English GCSE at grade A-C/4-9 or equivalent.  (ENIC or functional skills at Level 2)
• Not be on any other Government funded training course.

Main duties of the job

• To undertake a Business Administrator Apprenticeship standard at Level 3, during the length of the course. This will involve attending study sessions in a virtual classroom in order to meet the theory component of the apprenticeship standard.
• Input, retrieve and collate information using Departmental and Trust computer systems.
• To receive visitors into the department in a professional and courteous manner.
• Assist with processing, ordering and distribution of stock as required.
• Taking messages, responding to phone calls and relaying information and messages when necessary.
• Provide housekeeping duties for meetings.
• To open post/mail and disseminate if requested.
• Undertake photocopying and collating of documents (many of these will be of a confidential nature).
• To maintain filing systems and records as required.
• To ensure security of confidential documentation and records.
• Carry out shredding or appropriate disposal of confidential waste.
• Arrange meetings/appointments as required
• To produce accurate correspondence using word processing skills including copy typing, excel, email, data inputting.
• To input data/maintain records for the department’s requirements, including use of excel spread sheets.
• Participate in collating and producing regular reports using excel spread sheets.
• Regular and timely distribution of reports, agendas, minutes of meetings and to attend meetings as required.

Detailed job description and main responsibilities

Providing cover in departmental absence working flexibly with other team members.

• To provide advice/information on routine enquires within the boundaries of the role.
• Attend team meetings as necessary.
• Participate in ensuring that security and health & safety procedures are adhered to within the department and work environment.

• Participate in any training which is mandatory to this Trust or considered essential to the role being undertaken.
• Log Maintenance Requests for the building.
• Manage stationery supplies and generate stationery orders via the Trust’s

electronic system

• Update and circulate local team distribution lists
• Assist in the distribution of documentation for new starters
• Assist Management Support colleagues with Building Inductions
• Collate and file identified staff related paperwork
• Generate ICT requests using the ICT electronic portal
• Assist Management Support colleagues in logging staff sickness and

generate required sickness documentation.

• Assist Management Support colleagues with the creation of Supervision

pack information

• Log dates of completed supervision sessions with the Trust’s Supervision

App

• Assist Management Support colleagues with logging petty cash

reimbursements

• Assist Management Support colleagues with meeting / event arrangements

as required

• Assist Clinical Support colleagues with scanning of patient documentation

into the Trust’s electronic records system (Lorenzo)

• Assist Clinical Support colleagues with generating appointment letters
• Assist Reception colleagues with incoming calls and greeting visitors to the building

• Assist Reception colleagues with updating required information / logs