Apprentice Administration Assistant

3 weeks ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

**Appreticeship**:
**Main area**
- Corporate Operations
- **Grade**
- Appreticeship
- **Contract**
- Fixed term: 18 months
- **Hours**
- Full time - 37.5 hours per week
- **Job ref**
- 164-4710343-A**Site**
- City Hospital Campus
- **Town**
- Nottingham
- **Salary**
- £9,405 per annum
- **Salary period**
- Yearly
- **Closing**
- 09/01/2023 23:59**Job overview**:
Working alongside the Executive Assistants in the Corporate Operations Team you will provide assistance and administrative support to the Chief Operating Officer, Deputy Chief Operating Officers and wider Corporate Operations Team. We will support you to gain an understanding of how the team functions, whilst gaining knowledge and experience to give you the workplace skills for a career in administration. We will support you to gain a level 3 Apprenticeship in Business Administration along with any other training related to the role.

Responsibilities will include assisting the Executive Assistants in management of diaries, receiving, recording and distributing correspondence, maintaining an efficient electronic filing system, typing correspondence and other papers, arranging regular and adhoc meetings and taking clear and concise notes and minutes of meetings as required.

The postholder is expected to act as an ambassador for the Corporate Operations Team and organisation, complying with the Trust’s values and behaviours at all times. You will have excellent communication skills, be motivated and reliable, and be able to demonstrate a clear understanding of confidentiality issues.

The role is based at City Hospital Campus; however, you will be required to work at the QMC campus as our team covers both campuses.

**Main duties of the job**:
To assist the Executive Assistants with day-to-day management of the office functions, providing general office and administrative support to the team.

To assist the Executive Assistants to provide secretarial and administrative support to the Chief Operating Officer, Deputy Chief Operating Officers and other members of the Corporate Operations Team as required.

To assist the Executive Assistants in managing and organising the diaries of the Chief Operating Officer, Deputy Chief Operating Officers and other members of the Corporate Operations Team, ensuring that all necessary files and correspondence are available for meetings and other appointments.

To assist the Executive Assistants to organise meetings which may involve co-ordinating the diaries of a number of senior staff from within and outside the Trust. This will include booking suitable venues, ordering refreshments, presentation aids, etc.

To assist the Executive Assistants to maintain an electronic filing system.

Under supervision type correspondence, agendas and minutes, ensuring confidentiality at all times.

Under supervision collate and distribute papers for meetings, taking notes and minutes as required, picking out key points from the discussions.

**Working for our organisation**:
In addition to the below summary you need to familiarise yourself with full job description and person specification documents attached to this advert.

**Detailed job description and main responsibilities**:
**Administrative Duties**

To assist the Executive Assistants with day-to-day management of the office functions, providing general office and administrative support to the team.

To assist the Executive Assistants to provide secretarial and administrative support to the Chief Operating Officer, Deputy Chief Operating Officers and other members of the Corporate Operations Team as required.

To assist the Executive Assistants in managing and organising the diaries of the Chief Operating Officer, Deputy Chief Operating Officers and other members of the Corporate Operations Team.

To assist the Executive Assistants to organise meetings which may involve co-ordinating the diaries of a number of senior staff from within and outside the Trust. This will include booking suitable venues, ordering refreshments, presentation aids, etc.

To assist the Executive Assistants to maintain an efficient electronic filing system.

To assist the Executive Assistants to ensure that all necessary files and correspondence are available for meetings and other appointments.

Under supervision to type correspondence, reports, agendas and minutes ensuring confidentiality at all times.

Under supervision to take notes and minutes at meetings as required picking out key points from the discussions.

Under supervision to collate and distribute papers for meetings.

There may be other tasks or duties required commensurate with the These will be raised with you by your line manager.

**Communication and Working Relationships**

To assist the Executive Assistants to manage office processes with enquiries with staff, patients and visitors.

To respond promptly and appropriately to enquiries and requests for information and advice made either in person, by correspondence or over the teleph

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