Business Administrator Apprenticeship

Job overview

Business Admin Apprenticeship Opportunity

To work as part of the multi-disciplinary team and to provide general administrative support to the Stop Smoking team. This includes planning of patient clinics and activity, data reporting, minute taking, answering incoming calls to the service.

Please note given the nature of the apprenticeship programme, you must satisfy the following rules.

Key Residency and Eligibility Rules (2025/2026):

• Three-Year Rule: Individuals must have lived in the UK, British Overseas Territories, Crown Dependencies, or the EEA/Switzerland for at least three years prior to the apprenticeship start date.
• Settled Status: Non-UK nationals must have settled status (no restrictions on stay) or pre-settled status under the EUSS, having lived continuously in the EEA/Switzerland/Gibraltar/UK for the last 3 years.
• Visa Requirements: For non-UK nationals, visas must be valid for the entire duration of the apprenticeship, including the end-point assessment.

Main duties of the job

• To ensure timely ordering of NRT stock and conduct routine inventory checks to avoid shortages. Maintain accurate records on the NRT stock sheet and perform weekly audits for both team members and service-wide stock levels.

• To process and dispatch NRT orders for the team, ensuring they are packed and shipped promptly. Update NRT invoices in the system and manage NRT deliveries, checking and organizing stock in the storage area.

• To monitor NRT expiry dates monthly to prevent stock waste. Provide oversight on CO monitor calibration and distribution if applicable.

• To assist in overall administrative duties, including organizing and coordinating project information, planning schedules, and tracking progress. Distribute all incoming post and correspondence accurately.

• To ensure referrals are processed within 48 hours and conduct follow-up checks for the ‘Breathe’ service at both 12-week and 52-week intervals.

Detailed job description and main responsibilities

• To monitor NRT expiry dates monthly to prevent stock waste. Provide oversight on CO monitor calibration and distribution if applicable.

• To assist in overall administrative duties, including organizing and coordinating project information, planning schedules, and tracking progress. Distribute all incoming post and correspondence accurately.

• To ensure referrals are processed within 48 hours and conduct follow-up checks for the ‘Breathe’ service at both 12-week and 52-week intervals.

• To run monthly hospital reports and send data to hospital leads. Complete monthly pharmacy payment reports and quarterly GP reports. Provide maternity referral data to Acute hospitals monthly and generate other reports as needed by the manager.
• To assist the trainer with administrative tasks and prepare certificates for attendees of L2 training sessions
• To arrange for translators or interpreters for clients as required.

• To take minutes at team meetings and assist with agenda management.

• To order stationery and NRT supplies for the ‘Breathe’ team.

• To maintain local databases, upload data to national systems (such as Quit Manager and NHS Digital), and ensure that all information received from external agencies is processed timely and confidentially.

• To manage and respond to requests for information within designated timelines and per local protocols.

• To provide statistical data and generate reports as needed to inform service performance.

• To follow all local and Addictions service administration protocols and demonstrate effective time management skills to meet role requirements.
• To demonstrate responsible time management.