Apprentice Business Support Administrator

This role provides an opportunity to become involved in a wide range of activities that support learning, education and workforce development across the Trust. You will work behind the scenes to help coordinate information, support projects and events, maintain accurate records and ensure colleagues, learners and external partners receive an efficient service.

You will have regular contact with a variety of people, including staff, learners, universities and training providers, building confidence in professional communication and customer service. The role also offers exposure to NHS systems, processes and ways of working, giving you a broad understanding of how support services contribute to the delivery of high-quality healthcare.

As part of a busy and supportive team, you will contribute to the smooth running of day-to-day operations, help resolve enquiries, support continuous improvement activities and develop the skills needed to build a successful career in administration.

Job Purpose
To
work within the Practice Education and Apprenticeship Administration Team,
providing high-quality administrative and clerical support as part of the
People Services Directorate.
This
apprenticeship role is part of Devon Partnership NHS Trust's commitment to
developing a sustainable administrative workforce and creating future career
opportunities within the NHS. The post offers a structured pathway to gain
valuable workplace experience, develop professional skills, and achieve a
recognised Business Administration qualification while contributing to the
delivery of Practice Education services.
The
successful candidate will learn and apply a wide range of administrative skills
in a supportive environment, helping to ensure the efficient delivery of
education and workforce development activities across the Trust. Completion of
the apprenticeship programme, including all required learning, assessments and
qualification requirements, forms an essential part of the role and employment
contract. The postholder will be expected to actively engage with and
successfully complete the apprenticeship programme alongside their workplace
responsibilities.
Duties and Responsibilities
Key responsibilities include:
Provide
administrative and clerical support to the Practice Education and
Apprenticeship Administration Team.
Respond
to enquiries from learners, apprentices, staff, educators, training providers
and universities in a polite, helpful and timely manner, escalating issues
where appropriate.
Support
the administration of placements, apprenticeships, development programmes,
induction activities, meetings and learning events.
Maintain
accurate electronic records, spreadsheets, databases, shared mailboxes and
filing systems, handling confidential information in accordance with Trust
policies.
Arrange
meetings, venues and diaries; prepare and distribute documentation; take notes
or minutes; record actions and follow up progress as required.
Use
Microsoft Office and relevant Trust systems to produce correspondence,
presentations, reports and other administrative materials.
Actively
participate in and successfully complete the Level 3 Business Administration
Apprenticeship, applying learning to workplace tasks and service improvements.
Profile:
Motivated
and committed to learning, with the ability to engage fully in the Level 3
Business Administration Apprenticeship.
Good
written and verbal communication skills, with a professional and helpful
approach.
Able to
organise and prioritise tasks, manage time effectively and meet agreed
deadlines.
Accurate
and attentive to detail when maintaining records, processing information and
producing documents.
Confident
using, or willing to learn, Microsoft Office and relevant Trust systems.
Able to
work both independently and collaboratively as part of a busy administration
team.
Adaptable,
willing to learn and able to respond positively to changing priorities and
feedback.
Understands
the importance of confidentiality, information governance and professional
conduct.
Committed
to providing a high-quality service and demonstrating the Trusts values in
day-to-day work.
The role will provide
structured opportunities to develop and apply administrative knowledge and
skills in a supportive workplace. The postholder will contribute to the
continuous improvement of team processes while completing all learning,
assessment and evidence requirements of the apprenticeship programme.

Job Purpose

To
work within the Practice Education and Apprenticeship Administration Team,
providing high-quality administrative and clerical support as part of the
People Services Directorate.

This
apprenticeship role is part of Devon Partnership NHS Trust's commitment to
developing a sustainable administrative workforce and creating future career
opportunities within the NHS. The post offers a structured pathway to gain
valuable workplace experience, develop professional skills, and achieve a
recognised Business Administration qualification while contributing to the
delivery of Practice Education services.

The
successful candidate will learn and apply a wide range of administrative skills
in a supportive environment, helping to ensure the efficient delivery of
education and workforce development activities across the Trust. Completion of
the apprenticeship programme, including all required learning, assessments and
qualification requirements, forms an essential part of the role and employment
contract. The postholder will be expected to actively engage with and
successfully complete the apprenticeship programme alongside their workplace
responsibilities.

Duties and Responsibilities

Key responsibilities include:

Provide
administrative and clerical support to the Practice Education and
Apprenticeship Administration Team.
Respond
to enquiries from learners, apprentices, staff, educators, training providers
and universities in a polite, helpful and timely manner, escalating issues
where appropriate.
Support
the administration of placements, apprenticeships, development programmes,
induction activities, meetings and learning events.
Maintain
accurate electronic records, spreadsheets, databases, shared mailboxes and
filing systems, handling confidential information in accordance with Trust
policies.
Arrange
meetings, venues and diaries; prepare and distribute documentation; take notes
or minutes; record actions and follow up progress as required.
Use
Microsoft Office and relevant Trust systems to produce correspondence,
presentations, reports and other administrative materials.
Actively
participate in and successfully complete the Level 3 Business Administration
Apprenticeship, applying learning to workplace tasks and service improvements.

Profile:

Motivated
and committed to learning, with the ability to engage fully in the Level 3
Business Administration Apprenticeship.
Good
written and verbal communication skills, with a professional and helpful
approach.
Able to
organise and prioritise tasks, manage time effectively and meet agreed
deadlines.
Accurate
and attentive to detail when maintaining records, processing information and
producing documents.
Confident
using, or willing to learn, Microsoft Office and relevant Trust systems.
Able to
work both independently and collaboratively as part of a busy administration
team.
Adaptable,
willing to learn and able to respond positively to changing priorities and
feedback.
Understands
the importance of confidentiality, information governance and professional
conduct.
Committed
to providing a high-quality service and demonstrating the Trusts values in
day-to-day work.
The role will provide
structured opportunities to develop and apply administrative knowledge and
skills in a supportive workplace. The postholder will contribute to the
continuous improvement of team processes while completing all learning,
assessment and evidence requirements of the apprenticeship programme.

Essential criteria
- Demonstrates the motivation, commitment, and capability to engage with and complete the Level 3 Business Administration Apprenticeship.
- GCSE grade 4 or equivalent in English and Maths.
- Evidence of continuing professional and personal development.
- Demonstrate good numeracy and literacy skills.
- Excellent interpersonal and communication skills both written and verbal.
- Able to deal confidentially and tactfully with people at all levels.
- Ability to take and convey clear messages.
- Ability to recognise when other communication aids may be needed.
- Willingness to embrace new ways of working/changes.
- Understanding and respect of confidentiality in the workplace.
- Ability to work under pressure / Able to plan, organise, prioritise, coordinate and work flexibly.
- Ability to exercise initiative operating within procedural guidelines. / Ability to work without direct supervision on a day to day basis.
- Attention to detail/quality / Able to deal with difficult situations.
- Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision
- Plan and prioritise own workload / Ability to meet deadlines and work under pressure when dealing with constant interruptions with minimal supervision.
- Positive attitude towards mental ill health and disability.
- Commitment to Trust Values / Knowledge of Trust Policies and Procedures.
- Intermediate IT skills in Microsoft Office Packages, i. e. Word, Excel, PowerPoint and Outlook.
- Working knowledge of a range of administrative procedures including diary management and arranging appointments.
- Experience or understanding of creating electronic records, electronic filing systems.
- Ability to manage diverse workload whilst dealing with frequent interruptions.
- Ability to meet deadlines and to work under pressure.
- Exceptional organisational skills and ability to prioritise.
- Ability to work both independently and as part of a team.

Desirable criteria
- Experience of dealing with confidential and complex information.
- Ability to take accurate formal and informal minutes.
- Previous experience of working in a Healthcare or Social Care administrative setting.
- Experience in dealing with people in distress in a calm and confident manner.
- Electronic data base management.
- Ability to provide a high standard of secretarial support for meetings e. g. organising, booking venues and minute taking.
- Knowledge of our business and how it supports patient care.

- We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
- We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.
- Flexible working,