Lewisham And Greenwich Trust,  Divisional Co-ordinator Apprentice

Positions: x1


Weekly Wage: £392.60


Working week:
Monday – Friday, 9am – 5.30pm 

 

Apprenticeship duration: 
18 months 


Apprenticeship level: 
Higher Level Apprenticeship


Location:
Lewisham, SE13 6LH

Short description
Acute and Emergency Medicine is the largest division within Lewisham and Greenwich NHS Trust. It is a fast-paced and exciting division to work in where all roles are essential to the quality of care received by patients.

 

Full description
The post holder will be supported to achieve an Apprenticeship in Business Administration. Through academic and work place activities, the post holder will develop the skills required in the job description, to work in a quality driven, responsive and customer orientated department.

An apprentice will do 80% on the job training – work based learning activity and the remaining 20% is off the job training (self-directed learning and classroom attendance.)

The apprenticeship is a work-based qualification evidenced via learning activity at work, a portfolio of work and observations. Training and assessment are completed on work-site, with some off the job training involving a combination of online learning, classroom attendance, webinars and self-directed learning. An external assessor will carry out observations in the workplace to assess practical competence.

All apprenticeship standards have End-point assessment (EPA).  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.

You will be required to commit to the apprenticeship training study requirements and complete the training activities and assessments, in given timescales.

 

Job Summary:
The post holder will ensure the smooth running of the Division’s Administrative Office and provide a Personal Assistant function to the Divisional Manager and Director alongside administrative and secretarial support to other member of the Divisional Management Team. The post holder will co-ordinate a key series of Divisional Management Governance and operational meetings by providing minutes, papers and the booking of rooms and hospitality as required. The post holder should take responsibility for a full range of duties and all administrative and organisational tasks on an on-going basis. The post holder is expected to maintain complete confidentiality at all times and to represent the Division in an efficient and courteous manner and contribute to the Divisional, Trust and national target achievement.

 

Key Result Areas & Performance:

  • Take responsibility for the forward planning and coordinating of a programme of events/activities, from weekly to annual events, for the Divisional Management Team (DMT).
  • Maintain the electronic diary for the DMT, using independent judgement to make necessary revisions and liaising with all relevant parties.
  • Organise refreshments/catering as and when required.
  • Act as a filter mechanism for all communication and personal contacts. Using judgement, tact and diplomacy ensure that problems and issues are referred on to the appropriate lead.
  • To be responsible for maintaining and updating office systems including filing.
  • Deal personally with a wide variety of enquires, taking direct action, briefing relevant managers and ensuring further action is addressed.
  • Draft papers and electronic correspondence as requested.
  • Manage the incoming mail, paper and electronic, use initiative to reply to correspondence where appropriate and referring onwards.
  • Operate a “bring forward” system and take autonomous action in chasing outstanding issues.
  • In all matters to inform members of the DMT of actions taken on their behalf.
  • Provide minute taking for DMT meetings where appropriate.
  • Take responsibility for all organisational requirements for the smooth running of the Division.
  • Assist with the monitoring of activity within the Division and to assist the DMT to ensure targets are achieved.
  • To work closely with the Information Department in the introduction of improved systems and to include regular reports as appropriate.
  • Update electronic tracking systems such as for Annual Leave and Sickness for the Division formatting and populating databases as required.
  • Use and organising maintenance of pc(s), photocopier, fax machine
  • Ordering (electronically via SBS) equipment, stationery, uniforms etc as required by the Division

 

Apprenticeship Training

  • Commit to the apprenticeship training study requirements and complete relevant training activities and assessments, in given timescales. 
  • Complete the training in the given timescales

 

Financial

  • The post holder does not have direct budget responsibility but is expected to carry out their functions in line with Trust financial regulations. 

 

 Partnerships

  • Communications and Relationships
  •  Represent the Division both internally, within the Trust, and externally.
  • The post holder is self aware, taking own education and professional development needs into account, accessing advice, guidance and support as appropriate.
  • The post holder will maintain good working relationships with colleagues, Medical Staff and other disciplines within the Hospital.

 

Training provided

Qualification:  Business Administration Apprenticeship
Level: 4
Duration: 18 months
Course Type: Apprenticeship Framework

Apprenticeship Delivery: Work based qualification. A tutor will visit you every 4-6 weeks in your work place.

 

Units Covered:
The programme is spread across 18 months and typically covers 21 units with the option to take on extra stretch and challenge units if desired. These units are split into 4 themes which complement each other and create a better learning experience:

  1. Communication in Business
  2. Administrative Services and Functions
  3. Management
  4. Working with others


The programme will also require the apprentice to cover Employee Rights and Responsibilities (ERR) and Personal Learning and Thinking Skills (PLTS)

Functional Skills: 

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).

 

Skills required

ESSENTIAL

  • To be qulified to NVQ 3 level or equivalent experience 
  • Detailed knowledge of administrative processes within an office environment
  • Experience of working within an administrative role with Personal Assistant or similar responsibilities

DESIRABLE

  • Healthcare environment experience

 

Qualifications required

  • GCSEs A-C in Maths and English or equivalent (level 2 in Key Skills or Functional Skills)

 

Personal qualities

  • Excellent communication and inter-personal skills.
  • High level of IT literacy, good working knowledge of Microsoft Excel, Word and PowerPoint.
  • Demonstrates willingness to update skills in accordance with the needs of the service.
  • Experience of inputting information into databases.
  • Be able to work autonomously for and on behalf of the Division
  • Ability to use own initiative. 
  • Displays a calm, professional manner under pressure. 
  • Willingness to adapt to changing work patterns.

 

IMPORTANT INFORMATION
To support your application you will be required to send your certificates in Maths and English to Natalie via natalie@hawktraining.com

To apply for the post, please ensure you press the Apply button and attached your CV on a Word document to your online application 

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