Administration Assistant Apprentice

Learning Curve Group

£16530.50 per year

Exeter, Devon, EX2 5SP, United Kingdom

Full time, apprenticeship

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About Learning Curve Group

Learning Curve Group provides training and education to businesses.

Job description from Learning Curve Group

Job Description
Job Summary

To deliver an effective and competent level of clerical support and consistently deliver a patient focused service which promotes good customer service and effective working relationships for NHS Devon.
Act as point of contact for the department, dealing with routine and specialist enquiries, communicating relevant information to stakeholders, referring to others as appropriate.
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.

Key Details

37.5 hours per week
Open to flexible working arrangements
Contractual base - Aperture House, Pynes Hill, Exeter
70% of a band 2 is £16,530.50.

Responsibilities

Providing administrative support for team meetings; diary management, arranging meetings, producing agendas, and taking minutes at meetings, including formal meetings. Minutes and agendas for formal meetings may be circulated outside of NHS Devon and a high degree of accuracy is required.
Working with and accurately updating patient databases requiring good keyboard skills and very high levels of data inputting accuracy.
Managing generic inboxes ensuring appropriate follow up and liaison with team members.
Dealing with routine and complicated enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
Answer telephone calls, respond to questions, taking messages and pass on accurately to the relevant departments/person.
Promote the image of the directorate, checking that letters, notices and leaflets are up to date and well presented.
Photocopying and word processing documents, letters, emails, and reports of varying complexity when required. Post holder must have good keyboard skills and be able to use Microsoft Office programmes (i.e. Word, Excel, Outlook, PowerPoint, and Teams, etc.).
Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.
Have a flexible/adaptable approach to their work in order to meet various deadlines.
To carry out other appropriate delegated duties as required.

Person Specification

All elements of this person specification are essential requirements unless stated otherwise.
Experience, Knowledge & Qualifications
Experience of working in an administrative environment and working with computerised data systems.
Keyboard skills with a high degree of accuracy for minute taking and data input.
Working knowledge of Microsoft Office including Word and Excel, Teams, Powerpoint, OneNote, and Outlook.
Knowledge or experience of minute taking or note taking skills or willing to learn.
Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Experience of working in a health care environment (desirable)
Understanding of Data Protection legislation (desirable)

Communication Skills

Clear communicator with good writing, data entry and telephone skills.
Ability to work effectively as part of a team.
Problem solving skills.

Equality & Diversity

Understand of and commitment to equality of opportunity and good working relationships.

Analytical Skills

Problem solving skills
Time management skills

Physical Skills

Advanced keyboard skills with a high degree of accuracy for minute taking and data input

Autonomy / Freedom to Act

Able to work on own initiative, organising and prioritising own workload to set deadlines.

Other

An ability to maintain confidentiality and trust.
Good time keeping.
Positive, flexible and pro-active approach to work

Other requirements

Consistently deliver a "user-focused" service which promotes good service and effective working relationships.
Demonstrate office systems and department requirements to new starters, where required.
Provide cross cover within own team and other teams during annual leave/sickness absences and busy periods.
Working with colleagues to build and operate an effective network of communication.

Functional Responsibilities

To deliver an effective and competent level of administrative support to the team.
Provide specialist administrative support to the specialist functional area with routine and non-routine specialist and complex enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
Contribute to the development and improvement of administrative systems to support efficient and effective service delivery.
Have a flexible/adaptable approach to their work in order to meet various deadlines.
Answer telephone calls, taking messages and passing on accurately to the relevant departments/person.
Regularly using Microsoft Teams and Skype for telephone calls and meetings where appropriate.
Word processing documents, letters, emails, minutes and reports when required.
Promote the image of the department, checking communications are up to date and well presented.
Photocopying and scanning documents as required.

Financial and Physical Resources

Has personal responsibility for equipment and resources in own area of work

Staff Management

If appropriate, be responsible for the supervision of other support staff, and contribute, where necessary, to the induction of new or less experienced staff.

Information Management

Responsible for the maintenance of electronic and paper files on behalf of the department.
Data input as required
Inputting into, monitoring and printing reports from computerised systems as required

Research and Development

Undertake Research and Development as directed

Planning and Organisation

Responsible for the prioritising of own work commitments on a day-to-day basis, and the planning of diary maintenance and meeting schedules.
To work with a minimal amount of supervision, working autonomously to manage own work and make decisions in own work area
Organise meetings where required by the team.
Responsible for sorting of all incoming correspondence, which may include the management of team mailboxes, ensuring appropriate distribution to the relevant individual/departments.

Policy and Service Development

To ensure compliance with departmental policies and procedures
Ensure that all information is clear and is handled in a confidential manner, in line with the relevant policies.
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.

What Apprenticeship Training will you Receive?

The successful applicant will complete and obtain a Level 3 Business Administration Qualification through Learning Curve Group.

You will be taught through: