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Administrative Assistant - Renfrewshire HSCP Headquarters


What are we looking for?

We are recruiting an Apprentice to train as an Administration Assistant, supporting the Administration Service within Renfrewshire Health and Social Care Partnership (HSCP)

What does Renfrewshire HSCP do? 

Renfrewshire HSCP provides a range of community health and adult social work services to the population within the area defined by the local authority boundary of Renfrewshire Council.

The HSCP area covers a total of 29 GP practices (16 from West Renfrewshire and 13 from Paisley).  The HSCP area includes 30 dental practices, 44 pharmacies and 20 opticians.

What does the Administration Service within Renfrewshire HSCP do? 

The purpose of the HSCP Administration Service is to provide high level, professional secretarial and administrative support to all clinical and business functions within the HSCP maximising the quality, effectiveness and, efficiency of services and thereby supporting managers and clinicians to focus on improving health outcomes and reduce inequalities for the population of Renfrewshire. In addition, the service provides frontline reception services in the HSCP’s health centres and clinics.

The NHS Administration Service provides high level administrative support to the Planning, Performance and Finance functions ensuring comprehensive arrangements are in place for accurate and timely data retrieval/reporting, maintaining data integrity through performance of quality assurance processes thereby supporting the HSCP to meet its organisational, statutory reporting requirements and adherence to the NHS Board’s Standing Financial Instructions.

What qualifications do I need?

At the point of submitting your application you must have National 5 English at Grades A to C (or Standard Grade 1 or 2 OR Intermediate 2, A to C) in English and two other National 4 Qualifications (or equivalent level SQF Qualifications/Awards)

As well as meeting the academic criteria you must also demonstrate in your application that you possess good attention to detail, problem solving skills and the ability to multi task.  Good interpersonal and communication skills are essential.

The most important personal qualities you will have is the ability to communicate effectively with colleagues and public, a willingness to be flexible, help your colleagues and be  willing to learn new skills.

You will find further guidance on how to complete this section of the application form and suggested examples of cross transferable skills from education/extra curricular activities in the in the Candidate  Information pack. COMING SOON

Is there an age limit?

These apprenticeship are only open to applicants aged 16-24 years (or 29 years for candidates with a disability)  in line with NHS Greater Glasgow and Clyde Youth Employment Plan and in support of our Workforce Demographics and projections. 

Where will I be working?

You will be working within the Management Offices of the HSCP, based in Renfrewshire House, Cotton Street, Paisley.

What are the working hours and shift pattern?

The post is full time working 37.5 hours.  The hours of work will be 8.45 am to 5 pm with 30 minute lunch break Monday to Thursday and 8.45 – 4 pm on Friday with a 45 minute lunch break.

What will I do?

The HQ is a very busy office and the admin service covers an extremely wide remit.  The HSCP operates as an entity in its own right and requires to function almost as a ‘mini Board’ with the requirement to manage statutory and delegated functions. 

Working within the HQ will expose you e to a wide range of administrative tasks/roles within the administrative career structure.  

As Administration Assistant, you will have a wide range of duties which means that you will have to prioritise your workload so that you meet deadlines.  On occasions there may be conflicting deadlines so it is important to know when to ask for help.  

The department receives calls from members of the public and on occasion these could be complaints. It is important to remain calm, tactful and diplomatic when dealing with callers.

 Your duties will include, but are not limited to some or all of the following.

  • Deal with telephone and face to face enquiries received in the office, responding to these or redirecting to another team member as required.
  • Support the Complaints/Freedom of Information  and other governance areas by entering data on to specific IT systems and updating information as required e.g. Datix system for complaints recording.
  •  Prepare for approval responses to routine mail, using standard form letters or e-mails, where appropriate.
  •  Type a variety of documents (correspondence, reports, statistical and financial data, and presentations) from a variety of sources with a high degree of accuracy. 
  •  Collate information from a variety of sources for input to reports and returns on behalf of the Team.
  •  Photocopying/scanning and circulation of material on behalf of the Team.
  •  Provide business support to the PEC Team including support to the development and maintenance of the HSCPs Web page / intranet page.
  •  Collate papers for meetings on a timely basis.  Assist in making arrangements for meetings, conferences and similar events including booking venue, arranging room layout, notifying participants, issue of agenda and supporting papers, drafting of minutes, and their circulation.   Undertake any necessary follow up action as directed.   
  •  Meet and welcome visitors and provide or arrange appropriate hospitality.
  •  Maintain and keep up to date relevant filing systems (including, where appropriate, electronic database systems). 

A comprehensive list of all duties and responsibilities is given in the full job description.

Who else works in the team?

The team is made up of a number of Senior Admin/Business Support Officers and Secretarial Administrators. 

Within HQ we also have 3 Project Officers with specific remits to support integration/planning & health improvement and the communications workstream.

Within the team we have a very supportive approach to our staff.  We also have a strong commitment to the healthy working lives programme for staff with accessibility to fitness classes / step count challenges etc.  We also regularly support charities by hosting coffee mornings/lunches promoting a ‘feel good’ working environment.

Find out more about working in Renfrewshire HSCP by clicking this link

What qualifications and training will I receive?

During the MA programme you will be working towards achieving an SVQ 2 in Business & Administration.

You will find more detail on the training and education components of this apprenticeship in the Candidate Information Pack

How long will the Apprenticeship last?

This apprenticeship will last for two Years.

When will this Apprenticeship start?

We anticipate that successful candidates will commence employment (subject to the length of time it takes to complete individual pre employment checks) by June 2017.

What happens a the end of the Apprenticeship?

All candidates who successfully complete all elements of the NHS Greater Glasgow and Clyde Modern Apprenticeship Programme will move into permanent employment within the organisation.

How much will I be paid and how many hours a week will I work?

NHS Greater Glasgow an Clyde is a Living Wage Employer and this Modern Apprenticeship will pay you a minimum of £16,086 per year (£8.25 per hour)

You will work a 37.5 hour week.

As an employee of Greater Glasgow and Clyde you will also be entitled to all the benefits that our staff receive including a minimum of 27 days paid annual leave, an additional 8 days paid public holidays and enrolment in the NHS Scotland Pension Scheme.

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Last Updated: 24 March 2017