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Main area: Finance and Information | NHS AfC: Band 3 | Contract Apprenticeship: 22 months (Fixed Term) | Hours: 37.5 hours per week. This is a 22 months fixed term apprenticeship post and leads to a Business Administration Level 3 Qualification. Job ref 409-7475872
Site: Knowsley Community College, Liverpool | Salary: £24,937 - £26,598 per annum | Closing: 29/10/2025 23:59 | Interview date: 12/11/2025
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Job overview
An exciting opportunity has arisen to join Team MWL as a Trainee (Apprentice) Personal Assistant in our Finance, Procurement & Information Teams based at Knowsley Community College. This is a 22‑month fixed term apprenticeship, 37.5 hours per week, Band 3, leading to a Business Administration Level 3 Qualification. The apprenticeship includes an assessment and skills development programme with learning in the workplace and formal training, both on and off the job.
On successful completion, you will have the knowledge, skills and behaviours needed for your chosen role.
This opportunity includes:
* Paid employment with holiday leave
* Hands‑on experience working in a leading NHS organisation
* 6 hours per week time, pro rata off‑the‑job learning
* Support to gain a nationally recognised qualification
The post holder will work towards completing Level 3 Business Administration.
Don’t miss this fantastic opportunity to gain new knowledge and skills and boost your career within Mersey and West Lancashire Teaching Hospitals NHS Trust.
Main duties of the job
As a member of the Finance, Procurement & Information Administrative Support Team, you will work with colleagues and the Senior Leadership Team within the department. The Apprentice Personal Assistant will provide secretarial support to all three teams within the department.
* Organise and manage diaries for the Senior Leadership Team, providing a first‑class secretarial service and prioritising workloads.
* Maintain appointments and diary management, arrange venues, speakers, travel and accommodation, and ensure timely communication.
* Plan and organise meetings and training events, book venues and hospitality, design flyers and share information with attendees, and keep attendance records.
* Take notes or minutes and distribute them within a defined timeframe; ensure agendas are prepared and circulated.
Working for our organisation
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9,000 across 21 sites. We are committed to Five Star Patient Care.
Our services:
Acute Care – Emergency and maternity services at Whiston, Southport and Ormskirk; medical and surgical specialties across sites.
Primary Care – Primary care services at Marshalls Cross Medical Centre (St Helens Hospital).
Community Services – Adult community services for St Helens and a wheelchair service in Chorley, South Ribble and West Lancashire. Inpatient unit at Newton Community Hospital supports rehabilitation.
Specialist Regional Services – Mersey Regional Burns & Plastic Surgery Unit and Spinal Injuries Unit for the region.
Awards/Accreditations:
* Rated Outstanding by CQC (August 2018)
* Top 100 places to work in the NHS
* National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship
Detailed job description and main responsibilities
Key duties
* Organise and manage diaries for the Senior Leadership Team with a first‑class secretarial service.
* Maintain appointments and diary management, arrange venues, speakers, travel and accommodation, and ensure timely communication.
* Plan and organise meetings and training events, book venues and hospitality, design flyers and circulate information, and record attendance.
* Take notes or minutes and distribute them, ensuring agendas are prepared and circulated.
* Act as a point of contact within the Finance Department, the Trust and external users, maintaining communication links across the team.
* Plan and create departmental newsletters, e‑forms and questionnaires.
* Coordinate and monitor compliance with mandatory training and appraisal activity for the team.
* Coordinate and monitor internal processes, ensuring First Aider and Fire Warden positions have assigned staff and training updates where needed.
* Support the introduction of new technologies and IT systems.
* Search intranet and internet for policies and guidelines as requested.
* Maintain stationary and supplies for the department.
* Send emails and produce letters, PowerPoints and reports using Microsoft Office.
* Coordinate FOI requests and responses with deadlines and governance in place.
* Prepare Human Resources administration as necessary (staff changes, variations, leavers).
* Assist with tasks to meet activity targets and KPIs.
* Provide administrative and secretarial support to other Managers in the Department.
* Work with the team to ensure the department runs effectively.
* Maintain accurate records, filing and brought‑forward systems; suggest improvements to systems and ways of working.
* Handle mail, emails and phone enquiries; relay relevant information to the team.
* Coordinate the Trust weekly lottery in line with guidance and governance.
* Record correspondence and communication in real time on the InPhase system for risks and incidents when required.
* Maintain confidentiality of information relating to staff and patients.
Clinical & Professional Responsibilities
* The Finance Personal Assistant Apprentice will ensure compliance with Trust policies and professional standards.
Administrative Responsibilities
* Proactive, good judgment; make decisions responsibly and escalate when needed.
* Build positive relationships within the team and across the organisation; demonstrate ability to influence and coach as knowledge grows.
* Communicate effectively at all levels; maintain confidentiality; manage time and tasks with accuracy.
* Be adaptable to changing priorities and take responsibility for own development.
Teaching & Training Responsibilities
* Keep Finance, Procurement and Information teams up to date with mandatory training, PD and relevant legislative changes.
Person specification
Qualifications
* GCSEs (or equivalent) including English and Maths; Level 3 apprenticeship required; BSL equivalency noted.
* Commitment to completing the Business Administration Level 3 qualification.
* RSA II typewriting/word processing or equivalent.
* 3–5 GCSEs at C/4 or above or equivalent.
Knowledge & Experience
* Ability to maintain filing/documentation systems; IT skills with Microsoft Office.
* Previous NHS experience.
Skills
* Good telephone manner and customer service; initiative and resilience.
* Teamworking and effective communication; confidentiality.
* Strong time management and problem-solving; attention to detail; decision making.
* Knowledge of NHS finance terminology.
Other
* Willingness to learn; ability to relay messages accurately; understanding of data protection and confidentiality.
* Comply with Trust policies and procedures.
Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is an exciting and forward‑thinking NHS Trust and a great place to work.
Please note: we may close vacancies early if a sufficient number of applications are received. Apply at your earliest convenience.
Equality, Diversity and Inclusion: We promote fairness, dignity and respect for all. We welcome applicants from all backgrounds and value diversity.
Disability Confident Leader: we offer an interview to disabled applicants who meet the minimum criteria. If applying under Guaranteed Interview Scheme, indicate this on the online form.
Armed forces veterans Guaranteed Interview Scheme available on request.
The Trust operates anonymous shortlisting; no personal information is shared with recruiting managers. Equality monitoring information is used to review recruitment practices and may be used to offer disability adjustments.
Certificate of Sponsorship: check eligibility for sponsorship as some posts may not offer visa sponsorship. eVisa updates apply for selected routes.
Flexible Working: we support flexible working from day one and will consider requests at interview stage.
Working for Team MWL: we offer a generous pension, potential unsocial hours payments, leave and NHS discounts. We are a non‑smoking site.
You must ensure that your application is truthful and accurate. We do not accept AI‑generated content and check submissions for originality.
Additional Information: review the Trusts Values and Behaviours (We are KIND, We are OPEN, We are INCLUSIVE). An applicant guide is available in supporting documents.
Good luck with your application. We hope to welcome you to Team MWL soon.
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