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Job summary

Main area
Administration Apprenticeship
Grade
Apprenticeships: Apprenticeship
Contract
Apprenticeship: 18 months
Hours
Full time - 37.5 hours per week
Job ref
363-LUT7235123
Employer
East London NHS Foundation Trust
Employer type
NHS
Site
Liaison & Diversion Service & Reconnect Service
Town
Luton
Salary
£14 £14,763 per annum
Salary period
Hourly
Closing
24/06/2025 23:59
East London NHS Foundation Trust logo

Liaison & Diversion Service Administration Apprentice

Apprenticeships: Apprenticeship

ELFT has long been recognised as a centre of excellence for mental and health care, innovation and improvement. So it is a very exciting time for you to come and work for us. Our mission is to make a positive difference to people's lives by improving quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.

Job overview

Launch your career in East London NHS Foundation Trust! Join our team as an apprentice and gain hands-on experience while learning valuable skills. Apprenticeships are a great way to earn while you learn. If successful for this post, you will be in a paid job gaining valuable industry workplace experience whilst completing a nationally recognised qualification.

Here at ELFT we're offering a fantastic opportunity for growth and development as a Liaison & Diversion Service Administration Apprentice completing a Business Administration Level 3 apprenticeship in the Liaison & Diversion Service team in Luton.

Eligibility requirements

Potential apprentices must be 16 years old or above (there is no upper age limit).

You must not have prior learning in the same subject that you wish to do an apprenticeship in.

You must have been living in the UK for the last 3 years and are able to use public funds.

You must be able to work 37.5 hours a week.

Main duties of the job

We are recruiting for a business administration apprentice to join the Liaison and Diversion Service for 18 months.  The apprenticeship standard to be undertaken will be Business Administration Level 3. The role will provide effective and efficient administrative, clerical and customer service support to the department.  The post holder will be expected to work flexibly within the team and contribute to the smooth functioning of systems in place. As an apprenticeship role, the post holder will also be required to complete their assigned apprenticeship standard within the allotted period.  The department will provide an average of six hours per week for the post holder to evidence their knowledge, skills and behavior to the training provider.

The post holder will feel passionate about contributing to the health and wellbeing of our local communities.  He/she will want to develop their career in the NHS and demonstrate a commitment to learning and desire to complete an apprenticeship qualification alongside work-based learning. 

Working for our organisation

Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.

Detailed job description and main responsibilities

  1. Produce accurate records and documents including, but not limited to, emails, letters, files, payments, reports and proposals
  2. To ensure that all incoming correspondence (both electronic and manual) is dealt with and responded to in an accurate and timely fashion, redirected to appropriate respondents where required, and escalated as needed
  3. Drafting and sending outgoing electronic and manual correspondence, including reminding patients of forthcoming appointments and to post other correspondence related to patients, carers, GP’s, schools etc
  4. To format reports to Microsoft Office Word and other software, as well as other general word processing duties, including general correspondence, appointment letters, clinic outcome letters
  5. To receive all incoming calls to the Service and deal with appropriately in a courteous and helpful manner.
  6. To deal with a range of queries from the public and other agencies in a polite and helpful manner, whilst working in reception also by telephone and face to face encounters, seeking advice and guidance from Team Administrator or Operational Manager.
  7. To take and promptly pass on accurate notes and information, exercising independent judgment and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
  8. To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
  9. To ensure that staff have filled in their diary and updated the appointment system.
  10. To co-ordinate and oversee room bookings and report any problems as appropriate.
  11. To type correspondence when required.
  12. To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
  13. To  maintain  a  standard  filing  system  ensuring  that  the  filing  of  patient  notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies.
  14.  To open, close and archive and file patient files as appropriate in line with recording keeping policies.
  15. To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
  16. To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.
  17. To update patient information on files and on  IT database systems ensuring data quality is monitored and any concerns raised.
  18. To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
  19. To provide administrative support to the service for presentations including setting up of equipment, providing handouts and refreshments as appropriate
  20. To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times
  21. To receive regular one to one and team supervision from the line manager.
  22. To work flexibly in order that essential priority tasks are covered and dealt with, including covering reception when required.
  23. To report to the line manager any issues that are of concern relating to health and safety of the building
  24. To have excellent verbal, written and communication skills
  25. To assist in inducting new staff to reception, filing and administration systems
  26. To have the ability to remain calm and sensitive in difficult and stressful situations
  27. To Provide administration support to community clinics as required.

Person specification

Education and Skills

Essential criteria
  • English & Maths GCSE or equivalent functional skills
  • Basic IT skills including Microsoft Office
Desirable criteria
  • Good standard of Written and Spoken English
  • Computer Literacy including word processing and data entry

Experience and atributes

Essential criteria
  • Good communication skills
  • Working In a team or as part of an administrative team
Desirable criteria
  • Experience with making telephone calls and other forms of communication
  • Experience of working in an office environment and routine office administration
Capital Nurse, LondonCommitted to being an Inclusive EmployerApprenticeships logoNo smoking policyPositive about disabled peopleAge positiveHSJ Best places to workArmed Forces Covenant (Silver Award)Mindful employer. Being positive about mental health.Disability confident employerCare quality commission - OutstandingStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Matt Speight
Job title
Administration Lead
Email address
[email protected]
Telephone number
07931863378

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