Diary and Business Support Apprentice

Summary

We are recruiting for a Diary and Business Support Officer to work for three Deputy Directors. Our mission is to make adult social care better now and for the future. We are looking for someone who can work in a fast-paced environment and improve services. We will support your learning and development to progress towards your career goals.

Annual wage: £28,433 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Full-time, flexible working.
37 hours a week
Possible start date: Monday 17 February
Duration: 1 year 6 months
Positions available: 1

Work

As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

What you’ll do at work

Role Responsibilities:

Responsibility for diary management and business support for multiple Deputy Directors
Maintaining a broad understanding of your teams’ portfolio and priorities and ensuring that these are reflected in diary commitments
Anticipating and identifying potential problems arising in the diary, especially when there are competing priorities and diary changes at very short notice. Taking the initiative to act to resolve or minimise disruption
Responsibility for planning and organising internal and external meetings, video conferences, speaking engagements and visits. Ensuring papers and briefings are prepared in advance and available for meetings, and that in-person arrangements are made where needed, for example, booking meeting rooms and greeting guests at reception
Establishing and maintaining good relationships across DHSC, other Government Departments and with external stakeholders and using these to ensure delivery of priorities
Building good working relationships with other PAs and business support staff to share knowledge and best practice
Arranging travel and accommodation and preparing detailed travel itineraries
Providing inbox support by identifying emails for urgent action and flagging these for review
Support with the organisation of team meetings and away days and contribute to the corporate life of the teams you are supporting
Keeping team distribution lists and the group organogram up to date
Providing cover for other PAs during periods of absence
Supporting with the onboarding of new staff line managed by the SCS

Key Skills:

Strong written and oral communication skills, and the ability to communicate with a range of senior stakeholders
Ability to make decisions under pressure, managing competing priorities while not always having access to complete information
The ability to problem solve, figure out innovative solutions to problems, ensure all interested parties understand the solution, and seek agreement at the appropriate level
Good time management skills and the ability to prioritise

Previous experience skills that are desirable but not essential include:

Previous experience in a personal assistant, diary manager or administrative/business support role
Previous experience working in a role in adult social care, local government or the NHS
Previous roles in the civil service
An interest in how the civil service works, and the support which adult social care delivers in communities, to understand the work involved in the role

Where you’ll work

Quarry House

Quarry Hill

Leeds

West Yorkshire

LS2 7UE

Training

An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.

College or training organisation

BABINGTON BUSINESS COLLEGE LIMITED

Your training course

Business administrator (level 3)

Equal to A level

Course contents

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

We will enrol you onto the apprenticeship shortly after you join, and it will typically take 18 months to complete. You will receive work-based, on-the-job training and development. The training is fully funded so it doesn’t cost you anything – you’ll earn while you learn. You will need to take responsibility for putting into practice what you’re learning in your day-to-day role.

Upon successful competition of the End-Point-Assessment you will achieve a Level 3 Business Administration apprenticeship.

Requirements

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
Organisation skills
Administrative skills
Logical
Initiative

About this company

In DHSC, we are proud of our purpose – to enable everyone to live more independent, healthier lives for longer. To achieve this, and create a great place to work, we have four values: we are inclusive, we constantly improve, we challenge, and we are agile. If this sounds like an environment you’d like to work in, we’d love to hear from you.

Company benefits

Learning and development tailored to your role. An environment with flexible working options. A culture encouraging inclusion and diversity. A Civil Service pension with an employer contribution of 28.97%.

Disability Confident

A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long-term health condition. This includes non-visible disabilities and conditions.

You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.

After this apprenticeship

This role will enable you to build your writing, speaking, organisational, influencing, and reactive skills, as well giving you an understanding of government and a network within the civil service. Civil Servants who are successful in a CS Jobs recruitment campaign and have passed their probation are able to apply for vacancies across the civil service.

Ask a question

The contact for this apprenticeship is:

Department of Health

Alex Godfrey Strowbridge

Alex.godfreystrowbridge@dhsc.gov.uk

The reference code for this apprenticeship is VAC1000290389.

Apply now

Closes in 15 days (Sunday 5 January)

When you apply, you’ll be asked to sign in with a GOV.UK One Login. You can create one at the same time as applying for this apprenticeship.

After signing in, you’ll apply for this apprenticeship on the company's website.

Company’s application instructions

Please apply for this role through Civil Service Jobs - Diary and Business Support Apprentice - Civil Service Jobs - GOV.UK Role reference 382556.

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