Apprentice Administrator Assistant (Trust Headquarters)
PORTSMOUTH HOSPITALS NHS TRUST
Portsmouth (PO6 3LY)
Closes in 17 days (Tuesday 14 October 2025 at 11:59pm)
Posted on 26 September 2025
Contents
Summary
An exciting apprenticeship opportunity has arisen to become, an integral part of the Trust Headquarters team at Portsmouth Hospitals University NHS Trust. You will learn to support the overall administration function, provide reception cover, and support Executive and Personal Assistants to the Executive Directors.
- Wage
-
£24,465 a year
- Training course
- Business administrator (level 3)
- Hours
-
Monday - Friday, working 8.30 am - 4.30 pm
37 hours 30 minutes a week
- Start date
-
Thursday 6 November 2025
- Duration
-
1 year 4 months
- Positions available
-
1
Work
Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.
What you'll do at work
During your apprenticeship, you will learn how:
- To provide an effective service of administrative support within the Trust Headquarters Secretariat
- To assist with the duties of colleagues within the department in times of absence or heavy workload, and to work as a team member at all times. It is expected that the level of support will increase over time as more experience and confidence are gained
- Organise own day-to-day work tasks, showing an ability to prioritise in order to achieve set timescales
- Prepare and circulate weekly PA movements and organise the late shift rota in a timely manner
- To provide efficient and effective reception cover for Trust HQ, acting as the first point of contact for the department and ensuring a professional, hospitable welcome for all visitors to the department
- To be responsible for the booking and maintenance of both the Executive Conference Suite and other Trust HQ offices, to be forward-thinking and make informed decisions relating to room bookings at the request of the Executive Team. Ensuring double bookings are avoided or resolved as a matter of priority
- Ensuring that the reception area is kept tidy at all times and adheres to Health & Safety Requirements
- Answering the telephone in a courteous manner, recording all messages accurately and referring on as appropriate, taking into account that this may be the first point of contact for distressed and emotional patients and their relatives and ensuring that confidentiality is respected at all times
- Build and maintain positive relationships within own team, across the wider organisation and with external stakeholders
- Report any estate or IT queries and follow up as appropriate until resolved
- To distribute the Post received into the Trust HQ using your own initiative
- To keep all filing systems, spreadsheets and software systems up to date as and when directed
- To be responsible for the booking, maintenance and configuration of the Lecture Theatre, to be forward-thinking and make informed decisions relating to room bookings at the request of the Executive Team and the wider organisation. Ensuring double bookings are avoided or resolved as a matter of priority
- To take room booking requests from external stakeholders
- To be responsible for the resolution of IT issues relating to the department and external visitors as and when required
- To be responsible for accurate distribution lists that relate to Trust HQ
- To communicate sensitive and confidential information both orally and in writing, to managers, staff and external relationships as directed
- To develop improved administrative systems and/or procedures as necessary
- To be responsible for the purchase of office refreshments (i.e. milk, tea, coffee) and sundry items as and when required.
- Report any problems to the line manager as appropriate
- To be the first point of contact for IWT colleagues to book office spaces where available, answering any queries and providing support where needed
Where you'll work
Queen Alexandra Hospital
Southwick Hill Road
Portsmouth
PO6 3LY
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
HTP APPRENTICESHIP COLLEGE LTD
Training course
Business administrator (level 3)
Understanding apprenticeship levels (opens in new tab)
What you'll learn
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.
Training schedule
The apprenticeship is being supported by our training partner, HTP Apprenticeship College. You will be assigned an Apprenticeship Coach who will support you to achieve the Level 3 Business Administrator apprenticeship standard.
You will be developing Knowledge, Skills, and Behaviours in the following areas:
- IT
- Record and Document Production
- Decision Making
- Interpersonal Skills
- Quality Planning
- Project Management
- Business Processes
As part of the off-the-job training, you will complete a portfolio of evidence, attend online workshops, have time to study independently, undertake research and write assignments.
The apprenticeship is assessed independently at the end of the practical training. The assessments include an online multiple-choice test, a business project and presentation and a professional discussion based on a portfolio of evidence.
The training will generally take place in the workplace, and you will be given study time to complete your apprenticeship.
More training information
You will be fully supported by our training partner, HTP Apprenticeship College. They will visit you in the workplace every month, and you will also have the opportunity to join knowledge sessions either face-to-face or via Teams.
Requirements
Desirable qualifications
GCSE in:
- English (grade 4-9 or A*-C)
- Maths (grade 4-9 or A*-C)
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
- Attention to detail
- Organisation skills
- Customer care skills
- Problem solving skills
- Administrative skills
- Number skills
- Team working
- Initiative
- Non judgemental
- Patience
About this employer
Portsmouth Hospitals University NHS Trust,are proud to provide expert, compassionatecare. They support the local population of about 675,000 residents across Portsmouth and south east Hampshire and care for many people beyond.
After this apprenticeship
It is hoped that on successful completion of the apprenticeship, you will be able to secure a permanent role within the Trust.
Ask a question
The contact for this apprenticeship is:
HTP APPRENTICESHIP COLLEGE LTD
Louise King
louise.king@htp.ac.uk
The reference code for this apprenticeship is VAC1000343967.
Apply now
Closes in 17 days (Tuesday 14 October 2025 at 11:59pm)
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