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Apprentice Administrator

Worcestershire Acute Hospitals NHS Trust • Worcester, England, United Kingdom • 6d ago

Job Purpose To contribute to the service provision of all divisional meetings. To provide diary and communications management on behalf of the senior leadership team. To respond to correspondence, via email, verbal, telephone and letters on behalf of senior leadership team members. To manage the paper and electric filing systems of the department.

To liaise with senior personnel from within the organisation along with PFI partners and other external agencies. Key Duties: Following supervision and appropriate training the Apprentice Administrator will be expected to efficiently undertake basic administration and clerical duties to support the team: To contribute towards the provision of secretarial support to the senior leadership team utilising a full range of technical skills in the production of correspondence, reports, and presentations. Pull together data from various sources and produce reports and presentations. To manage and action where necessary correspondence, deal with telephone and other queries and provide information or redirect as appropriate.

To manage the senior leadership teams diaries, ensuring maximum efficiency of their time to address appropriate priorities. Anticipate information and correspondence needs to meet priority deadlines, ensuring they have the meeting papers and appropriate information for attendance at Trust meetings in which they are involved. To maintain appropriate filing systems for the storage and retrieval of data including sensitive and confidential information. Ensure systems are in place for monitoring action and chasing of responses to ensure deadlines are met.

To assist with arranging, co-ordinating, preparation and the distribution of papers and minuting of formal sub-committees of the Board and their associated working groups.General Duties: To liaise with departments, wards, and PFI partners to generate responses with regards to complaints and Freedom of Information requests. To communicate via telephone or email with patients and visitors following PALs (Patient Advice and Liaison Service) concerns. To assist with the management of the risk register on behalf of the team ensuring team members are notified when risks are uploaded that fall within their responsibility and that their actions are carried out and updates provided and recorded. To provide cover for the rest of the administrative team including placing orders, assisting with car parking queries, data input and general site queries.

To receive visitors and act as the first port of call for telephone calls to the senior team dealing with matters wherever possible or referring as appropriate. To assist with generating correspondence on routine and non-routine matters and to compile letters for signature by the senior team concerning more complex issues. To assist with the maintenance of stationery stocks, ordering as required. To undertake any relevant duties as deemed appropriate.