Business Administration Apprenticeship

Job overview

We have an exciting opportunity for someone to join our Communications and Engagement Team as a Business Administration Apprentice.

The Communications and Engagement Apprentice will support the work of all members of the Communications team.  Whilst responsibilities will largely be administrative, there will be opportunities for personal development and to gain experience in a wide range of communications and engagement activities.

Main duties of the job

The successful candidate will have:

• Effective verbal and written communication skills
• Ability to write clear and accurate information – including preparing content for bulletins, written responses to emails/colleagues/external audiences, posters and leaflets
• Proficient in computer skills in a variety of software programmes including Microsoft Outlook, Word, Excel, Publisher and PowerPoint
• To be aware of the importance of equality, diversity and human rights in line with the Trust’s values and vision
• Sound knowledge of confidentiality in line with the Data Protection Act and GDPR, and national/local guidelines
• Be able to manage confidential and sensitive information
• Effective customer service skills
• Ability to prioritise work and tasks, liaising with other staff and teams
• Ability to identify problems and develop creative solutions
• Good interpersonal skills
• Demonstrate good organisational and time management skills

Detailed job description and main responsibilities

• Provide a comprehensive administrative support service; organising and making arrangements for meetings, diary management, typing and distribution of documents and reports, recording information and filing, ensuring that all information and documentation is proceeding to expected standards of performance, and accordingly to agreed timescales.
• Proactively manage diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available, and that team members are briefed on any difficulties, problems or issues. This includes making arrangements for virtual staff engagement events on Microsoft Teams, in addition to other events/meetings being organised by the team.
• Act as a central point of contact for the team, receiving enquiries by telephone or email.  This includes monitoring and responding to a central communications inbox.
• Monitor press coverage, maintain a log of press cuttings, a photo library, distribution lists and contact databases on behalf of the Communications team.
• Making updates to the Trust website and intranet, Focus. Also approving new users of the Trust’s intranet and providing support to existing users
• Support with the production of the weekly staff bulletin – Focus Weekly
• Create and post engaging content on the Trust’s social media platforms
• Helping with the purchase of goods, materials and services through the Trust’s financial system, Oracle; liaising in particular with print/design companies for quotes/orders
• Maintain corporate notice boards, ensuring Trust services display appropriate and up to date materials
• Use Trust templates to create posters, leaflets etc
• Liaise with and support teams around their use of the Trust brand
• Undertake and prepare surveys and evaluation
• Take photographs and video footage for team/Trust purposes as required
• Support staff and community events, including award ceremonies
• Ensure the maintenance of accurate and efficient electronic filing systems.  This includes ensuring all media enquiries are logged, that photographs are stored alongside appropriate consent and maintaining a log of all media coverage
• Take minutes, document notes and action plans at Communications and Engagement events and meetings, distributing information as required
• Prioritise work and take appropriate steps to manage incoming and outgoing requests for action and/or information including follow up, according to agreed timescales
• Work with members of the communications team on ad-hoc projects and initiatives.