Job Description
Job summary Are you looking for an exciting, varied and challenging role in administration? If so, this is a great opportunity to gain experience, learn and develop whilst making a real difference. You will predominately provide an administrative service to the Executive Assistant Team which will enable you to develop your skills, knowledge and experience in all aspects of business administration. Ideally, you will have good IT and communication skills but most importantly you will be passionate about learning and have a can-do attitude. Main duties of the job You will be supporting the Executive Assistants to provide a high quality, efficient and timely administration function. You will be involved in the co-ordination and administration of meetings and events and be a friendly point of contact for queries to the team. You will have the opportunity to support on a wide range of projects enabling you to learn from a variety of colleagues and gain the best possible exposure to all areas of business administration. Supervision and support (direct and indirect) will be provided during all tasks, with progression being dependent on the completion of set objectives throughout the training period. This will enable the apprentice to work within the organisation to gain confidence, experience and build a portfolio of evidence for apprenticeship accreditation. You will be provided with dedicated study time and will be supported in the work environment by an experienced and friendly team. This job description describes the role that the employee will be working towards during the training period. As part of this role, you will be required to complete and pass the Level 3 Business Administration NVQ. About us Here at Bolton our patients are at the heart of everything we do. We ensure our patients receive the highest quality of Care and are guided by our trust Values. We are proud that our Trust is a centre of excellence for maternity, neonatal and care for children, and that it has been rated as Good by the Quality Care Commission (CQC). This is in recognition of the patient experience and quality of care that our staff provide to patients. It is also supported by our Nursing, Midwifery and Allied Health Professional Framework for Professional Practice The aim of the Trust is to improve the health of and provide the best possible care to the population in which we serve and ensure that our staff have joy and pride in their work. We strive to recruit a workforce that reflects the communities in which we serve. We value our staff and can offer excellent opportunities for further training and development. We are keen to reflect our local population and therefore applications from all sectors of the community are welcomed. Job description Job responsibilities Provide administrative support to the team which includes duties such as photocopying, filing, printing, recording of specific data and other duties as appropriate to the grade. Provide support to Executive Assistants in covering phones, arranging meetings and appointments. Provide support to Board members with IT queries, logging requested jobs with the IT Helpdesk and following up on actions. Answer any queries that may arise and/or direct to the appropriate person. Administer and distribute incoming and outgoing mail. Ensure the department is kept tidy and to health and safety standards photocopying room to be regularly checked and any cardboard, boxes etc. to be logged for removal. Assist with the maintenance of efficient systems for storage and retrieval of information, correspondence and records held both electronically and in paper format and ensure associated documentation is kept up to date. Participate in daily cover arrangement and holiday/sickness cover arrangements within Trust HQ. To ensure visitors to Trust HQ are welcomed courteously, professionally and navigated to the relevant meetings. To be responsible for the reserving venues for meetings and in particular the Boardroom and office booking system to ensure all necessary facilities are provided for meetings. Arrange travel and accommodation for Directors/ team members as appropriate. To participate in EA team meetings and work with colleagues to standardise practices. To help and improve the ongoing quality effort by always prioritising quality in all work areas. Liaison with staff across the Trust and represent the department in a professional and positive manner. Complete all necessary training and assignments as required for the role. Personal duty of care in relation to equipment and resources, maintain stock control by careful use of office equipment. Ensuring that stock and stationery supplies are maintained as required within Trust HQ. To be familiar with and adhere to the Health and Safety Policy and other Trust policies and procedures. Follows existing policies and procedures; may comment on proposals/implements policies and procedures in own area, proposes changes to policies and procedures in own area. Person Specification Education Essential GCSE education a-A/9-4 functional skills level 2 in maths and english Committed to completing Business administration apprenticeship Desirable Admin/IT related GCSE Experience Essential Experience of using Microsoft Office Desirable Clerical/office experience Previous NHS experience