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£200 per week
Job overview
An opportunity has arisen for an Apprentice to join the Estates and Facilities Hub Team at NUH and really make a difference.
As an Apprentice you will support the estates and facilities team, via a range of duties including administration tasks and supporting the hub team, in general office duties, filing, photocopying, typing up of letter and reports and raising purchase orders for goods and services, and receipting of goods.
As part of this role, the apprentices will work towards a nationally recognised Business Administration Level 2/3 qualification and will get involved in projects to grow their skills.
Main duties of the job
In addition to the below summary you need to familiarize yourself with full Job Description and Person Specification documents.
The post holder will become fully conversant and competent in providing administrative support within Estates and Facilities which provide essential corporate services across a large and diverse range of activities within the Directorate.
Training will involve working alongside the administrative staff within the different areas of the department working, under supervision:
To provide general office and administration support service to the administration team.
To undertake general office duties, for example, answering the telephone, taking messages, filing, photocopying, scanning, handling income and outgoing post, etc.
Assist the administrative team to arrange and administer meetings/conference/events, including booking venues, the preparation and distribution of papers.
Under supervision produce accurate letter, minutes, reports and maintain databases etc. as required.
Under supervision develop and maintain administrative support systems, including bring forward files and manual and electronic filing systems, ensuring that systems are effective in their use and are reviewed regularly.
To assist with the ordering of supplies as appropriate.
Assisting with the procurement of products/services via the Trusts purchase order system and receipting invoices as require.
Distributing and opening in-coming mail timely and dealing with appropriately.
Working for our organisation
This is an exciting opportunity to join the Estates and Facilities Hub Team. Core working hours are Monday-Friday, between 8.00 a.m. – 4.00 p.m. Two Posts: QMC/City
Our organisation is driven by our strategic objectives and organisational values and behaviours.
We Build Trust, We Empower, We are Ambitious, We are Mindful, We are Nurturing, We are United, We are Honest.
Working in the NHS and at NUH is challenging yet rewarding. That is why we do all we can to support staff with rewards and benefits wherever we can.
We are able to offer dedicated physio support, discounted health treatments and access to fitness facilities.
We offer generous staff discount schemes with Boots and other local companies.
There's also the Blue Light Card which allows NHS staff access to discounts and offers from a host of national companies.
As part of our commitment to sustainability we also offer discounted travel schemes in partnership with local transport providers.
Detailed job description and main responsibilities
To provide general office and administration support service to the administration team.
To undertake general office duties, for example, answering the telephone, taking messages, filing, photocopying, scanning, handling income and outgoing post, etc.
To communicate with staff and visitors on a daily basis, providing support when required and working to help resolve any issues.
Assist the administrative team to arrange and administer meetings/conference/events, including booking venues, the preparation and distribution of papers.
Under supervision produce accurate letter, minutes, reports and maintain databases etc. as required.
Under supervision develop and maintain administrative support systems, including bring forward files and manual and electronic filing systems, ensuring that systems are effective in their use and are reviewed regularly.
To assist with the ordering of supplies as appropriate.
Assist in the tasks and duties of other staff within the team during periods of staff leave/absence to ensure that an effective quality service is maintained at all times and contributing to the work of the team.
To record and securely store information relating to confidential matters and enquiries.
Distributing and opening in-coming mail timely and dealing with appropriately.
Be able to competently use Hospital IT systems and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.
Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.
Undertake any other duties, which may reasonably be required.
To undertake an annual appraisal to identify any necessary personal development required to meet the objectives of the Team, and to further develop the post holders’ skills and role.
The post holder will be required to undertake mandatory training as and when required.
Communication and Working Relationships
To communicate as appropriate with a range of internal and external stakeholders and partners.
Responsibilities of the Post Holder
To contribute to the administrative work within their team.
To gain an understanding of how the team functions by providing support as required whilst gaining knowledge and experience and by undertaking training in the following:
NVQ level 2/3 in Business Administration; Certificate in principles of Business and Administration; Employment responsibilities and Rights; Functional Skills (including Personal Learning and Thinking Skills, English, Maths and ICT at Level 2.
Other Duties
It is the responsibility of each member of staff to maintain confidentiality at all times.
Staff must be aware of and adhere to the provisions of the Health and Safety at Work Act and ensure their own safety and the safety of colleagues and patients. Staff must be aware of the action to be taken in the event of fire and must attend fire lectures at least once a year.
Staff should be aware of their own individual responsibilities under the Trust Equal Opportunities Policy and ensure that they adhere to the provisions of the policy.
Any other duties which may be required from time to time as discussed and agreed with the Line Manager and Department Manager.
Person specification
Training & Qualifications
Essential criteria
- Functional skills level 1 in English, Maths and ICT (or equivalent)
Desirable criteria
- GCSE Grade C or above in English and Maths (or equivalent)
Experience
Desirable criteria
- Previous experience of working within an administrative setting
Communication Skills
Essential criteria
- Good communication skills
- Demonstrates understanding of patient/client confidentiality
Analytical/Judgement Skills
Essential criteria
- Ability to work in a non-discriminatory manner to ensure equal opportunities / work sensitively with a diverse group of people
Planning/Organisational Skills
Essential criteria
- Good organisational skills
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Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation such as passports, visas and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
