Business Administration ApprenticeinFulbourninFulbournPUBLISHED TUE 26 NOV 2024

We are looking for a hard-working and enthusiastic individual, with good planning and organisational skills, to provide confidential and effective administrative support across the Delivery, Operations & Business (DOB) Team.

Responding to emails from generic mailboxes, updating databases, and communicating with key internal/external stakeholders are essential to the role. The postholder will demonstrate good practice and a willingness to learn, whilst following appropriate processes to contribute towards continuously improving individual and team performance.

Good communication skills are required, as the successful candidate will be a first point of contact for the team and liaise with members of the wider Workforce, Training & Education (WT&E) directorate. The successful candidate will be responsible for ensuring all information is communicated in a professional and timely manner.

The postholder must be committed to actively championing NHSE values and behaviours.

Supporting the team with diary management including scheduling meetings

Supporting internal & external meetings and events as appropriate

Supporting online events and meetings such as online workshops

Providing support to projects, such as collating resources, creating surveys, and creating project documents

Collating data etc. and uploading/storing as appropriate

Working from a generic mailbox and in line with instructions provided

Supporting the work of the team (e.g. senior management meetings, record keeping) as appropriate

Organising and contributing to team meetings

Liaison with relevant stakeholders, wider team members and managers

Photocopying and word processing duties

Ensuring electronic files are maintained

Maintaining contact lists

Answering phone calls on behalf of the team, signposting and taking messages as appropriate

Responding to email and telephone queries

Provide appropriate support to colleagues and managers as requested in line with NHS England values and behaviours and the functions of the team and provide cover for colleagues as necessary to ensure business continuity

Share good practice within the team and follow appropriate guidance and processes as instructed.

Contribute to efforts within the team to continually improve performance

About us

• Act as first point of contact for the business team within the directorate, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
• Answer telephone calls, taking messages and passing on information accurately to the relevant departments/person.
• Responsible for ensuring that general office supply levels are maintained and secured appropriately.
• Responsible for sorting of all incoming post and ensure distribution to the relevant departments, ensuring that all out going post is documented, recorded delivery and where directed post is sent recorded delivery, where applicable.
• Promote the image of the department, checking that notices and leaflets are up to date and well presented.
• Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate.
• Responsible for photocopying and word processing documents, letters, emails, minutes and reports when required.
• Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales.
• Responsible for organising meetings for the team and planning any administrative work as required.
• Demonstrate office systems and department requirements to new starters.
• Inputting into, monitoring and printing reports from computerised systems.
• To carry out other appropriate delegated duties as required
• Maintain a good knowledge of emerging policies from government departments, the organisation in defining the strategy, in order to support delivery of theNHS Long Term Workforce Plan.