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Education Administration Apprentice

Wye Valley Trust

Healthcare and Education

Apprenticeship Details

JOB SUMMARY

To provide professional and comprehensive administration support to the Education team,
including letters, reports, data entry, preparation of meetings, dealing with telephone calls
and email queries.

MAIN FUNCTIONS OF THE JOB

  •  To deal with incoming correspondence, telephone calls and emails, and reply directly
    on routine matters, or filter enquiries to appropriate staff members.
  • To provide Secretarial, IT, administrative and organisation support to the Education
    Management team.
  • Maintain integrity when dealing with both verbal and written confidential information,
    acting appropriately.
  • To use computer programmes such as INTEGRA for placing orders and receipting of
    goods in accordance with the Trust’s financial framework, ESR (Electronic Staff
    Record) and Microsoft programmes.
  • Support to the Education Business Manager and Finance Accountant with the
    monitoring of financial aspects of the Learning and Development Agreement
  • To organise meetings and agendas, take, transcribe and circulate minutes, some
    may contain confidential or sensitive information.
  •  To work quickly and efficiently, ensuring all deadlines are met, appropriately
    prioritising workload and understanding urgent matters.
  • To maintain and organised computer and paperwork, where appropriate, file
    management system for the Education Team.
  • To carry out any other duties that may be required by the Education Administration
    Manager, Education Business Manager or Head of Education, Workforce and OD.
  • Maintain confidentiality at all times.
  • Training & Development:
     To actively participate in appropriate training provided by the Trust, and as required.
     To participate in the appraisal process.
     To ensure own personal and professional knowledge and skills meet the
    requirements of the post.
  • Contribute to the yearly setting of team and personal objectives reflecting personal
    development needs and those of the department and Trust.

General Information

This job description is not intended to be an exhaustive list of duties, but merely to highlight
the current main responsibilities of the post. The Trust reserves the right to change terms
from time to time. Along with your main duties; you will also be expected to carry out any
other duties that are reasonably asked of you. It may be reviewed from time to time in
agreement with the post holder and line manager. The post holder will be required to comply
with all policies and procedures issued by and on behalf of Wye Valley NHS Trust.

Safeguarding Vulnerable Adults & Children

Wye Valley NHS Trust is committed to safeguarding and promoting the welfare of children,
young people and vulnerable adults and expects all employees, volunteers and contractors
to share this commitment.

All staff have a duty to safeguard and promote the welfare of patients, their families and
carers. This includes practitioners who do not have a specific role in relation to safeguarding
children or adults, you have a duty to ensure you are:-

Familiar with the Trusts safeguarding polices. Attend appropriate training for safeguarding.
Know who to contact if you have concerns about an adult or child’s welfare.

Health and Safety

The post holder is required to conform to the Trust’s Policies on Health and Safety and Fire
Prevention, and to attend related training sessions as required.

Confidentiality

To maintain confidentiality at all times. In the course of their duties employees will have
access to confidential material about patients, members of staff and other Health Service
business. On no account must information relating to identifiable patients be divulged to
anyone other than authorised persons, for example, medical, nursing or other professional
staff, as appropriate, who are concerned directly with the care, diagnosis and/or treatment of
the patient. If there is any doubt whatsoever, as to the authority of a person or body asking
for information of this nature, advice must be sought from a superior officer. Similarly, no
information of a personal or confidential nature concerning individual members of staff
should be divulged to anyone without the proper authority having first been given. Failure to
observe these rules will be regarded as serious misconduct, which could result in serious
disciplinary action being taken including dismissal.

Policies and Procedures

The post holder will be required to comply with all policies and procedures issued by and on
behalf of Wye Valley NHS Trust, which the Trust may amend from time to time.

Infection Control

It is a requirement for all Trust staff to comply with all trust infection control policies and
procedures. All Trust staff should ensure that they fulfil their responsibilities for infection
prevention and control, that they provide leadership where appropriate in infection control
matters and that they challenge poor infection control practice in their workplace. All staff
should have infection control training at induction and annual infection control updates via
the Department of Health e-learning package, via the local infection control CD-Rom training
tool or by attendance at an annual Health and Safety refresher. All clinical staff will have
annual infection control objectives set and these will be reviewed at appraisal.

No Smoking Policy

In recognition of the Trust’s commitment to health promotion and its health and safety
responsibility, the Trust has a no smoking policy that prevents all staff from smoking whilst
on duty.

Equal Opportunities

The Trust is an Equal Opportunities employer and the post holder is expected to promote
this in all aspects of his / her work. The Trust’s duty is to ensure that no existing or potential
employees receive less favourable treatment on the grounds of sex, sexual orientation, race,
colour, nationality, ethnic origin, religion, marital status, age or disability, or are
disadvantaged by conditions or requirements that cannot be shown to be justifiable. This
also applies to patients – the Trust has a duty to ensure patients have the right to equal
access, care and treatment. All employees are expected to comply with this policy.

Financial

To order and receipt goods in accordance with the Trust’s financial framework. To comply
with standing financial instructions.

Data Quality

The information that you record as part of your duties at the Trust must be ‘fit for purpose’,
reliable and easily accessed by appropriate/authorised personnel. To achieve this standard
the information must be: Accurate, Legible (if hand written), Recorded in a timely manner,
Kept up-to-date, appropriately filed. All staff must monitor and take responsibility for data
quality throughout the areas of the system used locally, all users maintain timely input, and
ensuring that data is checked with the patient, and staff (in relation to their staff record),
whenever possible, and to support initiatives to improve data quality.

N.B. Recorded information includes: patient information entered in case notes and entered
on any computerised care records system, financial information, and health & safety
information e.g. incident reporting and investigation, personnel information recorded in
personnel files etc. Failure to adhere to these principles will be regarded as a performance
issue and will result in disciplinary action.

Records Management

All employees of the Trust are legally responsible for all records that they gather, create or
use as part of their work within the Trust (including patient, financial, personnel and
administrative), whether paper or computer based. All such records are considered public
records and all employees have a legal duty of confidence to service users. Employees
should consult their manager if they have any doubt as to the correct management of
records with which they work.

Conduct

The post holder is an ambassador for the directorate and the Trust and his / her actions and
conduct will be judged by service users as an indication of the quality of the service provided
by the directorate and the Trust as a whole. The post holder will also comply by the NHS
Core Values and the Constitution.

Other

The Trust is committed to continuous improvement in managing environmental issues,
including the proper management and monitoring of waste, the reduction of pollution and
emissions, compliance with environmental legislation and environmental codes of practice,
training for staff, and the monitoring of environmental performance.

How to apply?

For more information about the job or to apply please contact Tracie Durant on 07974 966198

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