Apprentice Administration Assistant - Corporate Operations

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.

To answer/deal with queries, both face to face and via telephone and email, demonstrating confidence and professionalism at all times when dealing with people.

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.

We value and promote diversity and are committed to equality of opportunity for all and appointments made on merit. We particularly welcome applications from women, people from local black, Asian and minority etnic communities, and people with disabilities and/or long-term health conditions.

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.

To answer/deal with queries, both face to face and via telephone and email, demonstrating confidence and professionalism at all times when dealing with people.

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 telephone.

To demonstrate professionalism in communicating with people at all levels.

Personal Professional

To take full responsibility for the completion and delivery of work to a high standard within the allocated timescales.

To assist the Executive Assistants to support the Corporate Operations Management Team in all elements of administrative This will require flexibility in the work routine and working to targets and deadlines.

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 postholder will be required to undertake mandatory training as and when required.

To demonstrate the Trusts Values and Behaviours at all times.

To demonstrate commitment and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.

It is the responsibility of the post holder to maintain confidentiality at all times.

Responsibilities of the Post Holder

To contribute to the administrative work with the team.

To gain an understanding of how the team functions by providing support as required whilst gaining knowledge and experience and undertaking training in Level 3 Apprenticeship in Business Administration and minute taking.