Monday- Friday, 9am - 5.30pm (37.5 hours)
Advanced Level Apprenticeship
Woolwich, SE18 4QH
The post holder will be based in the Infection Prevention and Control Department and will provide a comprehensive administrative, clerical and secretarial support to the Infection Prevention and Control Team. They will assist in the provision of information analysis of the infection control management system (ICNet). The post holder will provide personal administrative service for the Deputy Director of Infection Prevention and Control and Matron Infection Prevention and Control.
- To provide administrative support to all members of the Infection Prevention and Control Team (IPCT), as required including the administrative support of the infection control software system.
- To undertake all appropriate personal assistant responsibilities for the Deputy Director Infection Prevention and Control (DIPC) and Matron infection prevention and control, as required
- To be expedient and timely when prioritizing work and meeting deadlines
- To be able to work with the minimum of supervision and exercise independent judgment and anticipation of appropriate responses when dealing with issues in the absence of the Infection Prevention and Control Nurses and within the sphere of the post holder’s responsibilities.
- To be a professional advocate for the Infection Prevention and Control Service.
- To ensure functioning of an effective office system with appropriately maintained standards of equipment and supplies.
- To deal with correspondence on a daily basis for IPCT and refer post to appropriate member of staff.
- To type all correspondence and other documents as required checking all work for accuracy, spelling and grammar.
- To maintain electronic diaries for members of the IPCT.
- Set in place a ‘bring forward’ system to ensure readiness for meetings etc.
- To arrange meetings, appointments and co-ordinate meetings. To take minutes and type up and distribute in a timely manner. Maintain attendance records.
- Progress chase delegated issues and/or responsibilities.
- Undertake coordination of administrative functions for link practitioner meetings.
- To work closely with the IPCT when setting up and maintaining office systems for communication and office practice.
- Ensure that all information which the post holder has access to, in both formal and informal circumstances, remains confidential and is dealt with as appropriate in relation to data protection legislation.
- Undertake the administrative management of the infection control software system (ICNet) and produce reports from the system as required for sharing with relevant departments as agreed with the IPCT.
- Assist with data input into other IT systems as agreed by Deputy DIPC or Matron or collation of data for purposes of reporting.
- To become familiar and confident with the various IT systems used in the service in order to function within competence.
- To liaise and develop professional relations with other hospital department and users of the service.
- To organise and maintain the general filing system, as and when required, and ensure files and documents are readily available.
- To use tact and discretion in dealing with internal and external telephone enquiries, assessing priorities and initiating action as required.
- Co-ordinate specific training events during the year, liaising with venues and delegates.
- Responsible for own personal development and participation in appraisal.
- Adhere to the financial standing instructions of the Trust
- Place orders for stationery and maintain store cupboard and ensure appropriate levels of stock are available
Training and future prospects
- Busy, exciting and friendly working atmosphere, with good developmental support. An ideal opportunity to learn more about how to provide an expert administrative service to a busy NHS clinical team.
- After successful completion of the apprenticeship and meeting the competences in the job description you can apply for a substantive post. You can also apply for vacancies across the Trust / NHS
- Previous administration experience
- Experience in organising a team working environment
- Excellent communication skills - both written and oral
- Excellent inter-personal skills
- Good and accurate typing speed
- Able to maintain confidentiality
- Able to work effectively as member of a team and on their own
- Ability to perform and deliver under pressure of tight deadlines/circumstances
- Ability to use own initiative as required
- Excellent attention to detail
- Ability to concentrate on detailed tasks for long periods
- Entering data into IT systems.
- Managing an electronic diary system
- High level of IT literacy, good working knowledge of Outlook, Microsoft Word and Excel
- GCSEs A-C in Maths and English or equivalent (Key Skills or Functional Skills, level 2)
- Ability to work and travel between sites if required
- Flexible and ability to adapt to service needs and cope with change
- Proactive and self-motivated
- Enthusiastic and hard working
- Pays attention to detail
Qualification: Business Administration Apprenticeship
Duration: 20 months
Course Type: Apprenticeship Standard
Apprenticeship Delivery: Work based qualification. A tutor will visit you every 4-6 weeks in your work place.
The Apprenticeship programme is made up of different units. Apprentices will be assessed on their knowledge, skills and behaviours throughout the apprenticeship and tracked online using an e-portfolio.
These are grouped into 3 themes which complement each other and are as follows:
- Core Business & Administration
- Managing Self & Personal Skills
- Using Resources & Achieving Results.
- After each theme is complete, a Mock End Point Assessment is carried out to ensure apprentices are prepared for the End Point Assessment at the end of the programme.
- After a minimum of 372 days and successful delivery of the programme, the end point assessment will take place. The end-point assessment is a synoptic assessment of the skills, behaviours and knowledge that have been developed throughout the apprenticeship.
- End-Point Assessments will involve an independent assessor carrying out final assessments with the apprentice, to ensure that the competences and learning within the ‘Apprenticeship Standard’ have been met.
- Apprentices can achieve a pass, merit or distinction dependent on how well they perform in their End-Point Assessment.
Apprentices also work towards a Level 2 qualification in English and maths in the first half of the programme if they have no prior exemption (GCSE’sA – C or equivalents in English and Maths).
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Certificates in Maths and English must be sent to Natalie Henderson to support your application, firstname.lastname@example.org