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Apprentice HR Admin Assistant
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Apprentice HR Admin Assistant
We are excited to offer an opportunity for a motivated, driven, and dynamic individual to join the Human Resources Team at Bradford Teaching Hospitals NHS Foundation Trust as an Apprentice HR Admin Assistant. The apprentice will be responsible for providing administrative and clerical support within the Recruitment & Selection Team.
Responsibilities
- Receipt, date stamping, and distribution of mail.
- Maintain electronic and paper-based filing systems, as appropriate e.g. for new/ existing staff and leavers.
- Deal with telephone, email, and face-to-face enquiries, responding where appropriate, or passing on to the relevant member of the team (taking comprehensive messages, when necessary).
- Staff the HR Department Reception; signposting visitors, and ensuring they are signed in and out of the department (in accordance with fire regulations).
- Using knowledge of acceptable document check combinations; Verification and copying of Identity, Right to Work Documentation and Certificates etc. for new starters or existing staff required to undergo Checks. Completing checks in accordance with the NHS Employers Employment Check Standards (and with support from the HR Advisers, HR Recruitment & Contracts Manager and the Recruitment Team Leader, as necessary).
- Access the TRAC recruitment system; responding to simple queries from Recruiting Managers and Candidates and confirming interview attendance (or providing guidance on confirming interview attendance).
- Support the HR Team in any ad hoc administrative tasks (e.g. Photocopying, compiling information packs).
- Occasional Word Processing or use of simple Excel Spreadsheets.
- Input data into the ESR system in a timely and accurate manner, and in accordance with the agreed procedures.
- Provide routine reports from ESR; in particular Starters and Leavers reports for distribution to other Trust departments, using MS Windows tools to process the data for presentation in a controlled, systematic and timely way.
- Process ad-hoc enquires for Workforce Information according to Trust guidelines. Deal with enquiries from members of staff and Managers regarding Workforce and sickness data as appropriate.
- Liaise with payroll, managers, and Human Resources to resolve data queries and to rectify errors as appropriate.
- Ensure data is handled confidentially, securely, and in accordance with current United Kingdom Data legislation.
- Any other duties at a comparable level of responsibility as may be allocated to the post.
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Apprenticeships include time away from working for specialist training. You’ll study to become an Administration assistant (level 2).
Course contents include:
- Receive, retrieve, process, record, and store information and data.
- Operate within organisational policies, standards, and procedures and relevant legislation respecting confidentiality; adapting to operational changes as they occur.
- Use software packages and tools for example AI or automation to input and process data and information, to contribute to routine administration tasks in line with organisational policies and procedures.
- Handle and communicate information in line with organisational policies, procedures, and security requirements.
- Recognise and rectify issues and escalate as required. For example stakeholder documents and reports, safeguarding concerns, or abusive behaviour.
- Plan and review administration tasks allocated by supervisor.
- Maintain professional relationships with stakeholders.
- Monitor and report on the use of resources such as materials, equipment, and supplies.
- Use agreed organisational systems and protocols to manage calendars, diaries, and booking systems.
- Source information as requested by stakeholders, ensuring they are shareable. As examples client records, signpost to services, or reports.
- Use continuing professional development including self-reflection to support current and future training and development needs.
- Use communication tools to respond to stakeholders using professional language and organisational etiquette.
- Operate within agreed health and safety standards.
- Use time management tools to meet deadlines.
- Handle feedback following expected professional etiquette.
- Maintain wellbeing, accessing organisational support mechanisms if required.
- Review and check own work.
- Use cloud services to share documents for use and/or collaboration.
- Protect against security threats for example, strong passwords, two-step verification, office tailgating, and display of security passes or clothing that identifies secure workplaces.
- Seek clarification and help, when required, to complete assigned tasks within agreed timeframes.
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Essential qualifications
- GCSE in English (grade 4) and Mathematics (grade 4).
- Share if you have other relevant qualifications and industry experience.
- The apprenticeship can be adjusted to reflect what you already know.
Skills
- Communication skills
- IT skills
- Organisation skills
- Customer care skills
- Team working
About Bradford Teaching Hospitals NHS Foundation Trust
Bradford Teaching Hospitals NHS Foundation Trust is responsible for providing hospital services for the people of Bradford and communities across Yorkshire. We serve a core population of around 550,000 people and provide specialist services for some 1.1 million.
We employ over 7,000 members of staff who work over several sites, including Bradford Royal Infirmary, which provides the majority of inpatient services, and St Luke’s Hospital, which predominantly provides outpatient and rehabilitation services. We also provide a range of services from community sites at Westbourne Green, Westwood Park, Eccleshill, Skipton, and the Bradford Macular Centre.
At Bradford Teaching Hospitals, we're passionate about providing outstanding care for the people of the Bradford district and communities across the North of England. We're keen to meet people who share our passion and can help us continue delivering the highest quality of care to our patients.
We're a renowned teaching hospital trust at the forefront of research, education, and development, with a state-of-the-art simulation and skills training centre on-site.
Disability Confident Scheme
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.
Career Progression
Your earnings can increase over time with an apprenticeship. With experience, HR staff can become team leaders, supervising the work of others. They can then progress to become managers, responsible for an HR department, or directors of HR.
There may also be opportunities to work outside the NHS, including overseas.
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