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
* 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
Benefits include:
Commitment to flexible working where this is possible
27 days annual leave/year plus bank holidays, increasing to 29 days after 5 years & 33 days after 10 years' service
Yearly appraisal and commitment to ongoing training
Good maternity, paternity and adoption benefits
Health service discounts and online benefits
Incremental pay progression
Free confidential employee assistance programme 24/7
Access to our staff networks
Health and wellbeing opportunities
Structured learning and development opportunities
Job 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 Trusts 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 Trusts social media platforms
* Helping with the purchase of goods, materials and services through the Trusts 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.
Person Specification
Attainment/ Qualifications
* GCSE grade C or equivalent in English and Maths
* IT qualification at GCSE grade C or equivalent
* Microsoft Office Specialist (MOS) Certificate
Skills
* Genuine interest and flair for communications and engagement activities
* Proficient in computer skills, in a variety of software programmes including Microsoft Outlook, Word, Excel, Teams, PowerPoint and Publisher
* Ability to work on own initiative and without direct supervision within procedural guidelines
* Ability to manage conflicting priorities, organise workload effectively and to meet deadlines
* Ability to work in a rapidly changing environment
* Excellent organisational, prioritisation skills, with ability to effectively liaise with other staff and teams
* Accurate message taking
* Willingness to undertake and complete Apprenticeship for this role
* Excellent verbal and written communication skills, with the ability to write clear and accurate information
* Excellent interpersonal skills by being a team player, but must be able to work on own initiative
* Ability to identify problems and develop creative solutions
* Good interpersonal skills
* Graphic design experience
* Experience of arranging meetings effectively
* Ability to transcribe or take notes and minutes of meetings
Knowledge/ Experience
* To be aware of the importance of equality, diversity and rights in line with the Trust's Vision and Values
* Sound knowledge of confidentiality in line with the Data Protection Act and national/local guidelines
Other job requirements
* Willingness to undertake further training and development in accordance with the needs of the service
* Non-judgmental and positive attitude towards colleagues and users of the service
* Flexible approach to working practices
* Ability to be a positive and effective member of the team
* Willingness to consistently demonstrate the Trust's values and take personal responsibility in line with the accountability charter
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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