NHS Education for Scotland
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Modern Apprenticeship- Administration Support: Facilities
Agenda for Change Band 2
Full Time; (Mon – Fri 8.30 am – 5.00 pm)
Fixed Term for 12 months
National Health Education for Scotland has an exciting opportunity for a Modern Apprentice in Business Administration with our facilities service.
Who We Are
NHS Education for Scotland (NES) is an education and training body and a special health board within NHS Scotland.
What You Will Do
We require a Modern Apprentice, Business Administration level 3 - Facilities to join our team in providing facilities support services to all our NES staff and visitors at our West Port 102, Edinburgh office. The post holder, working as part of a team, will provide office support services to the required service level standard which include the following work streams: Reception, Mail Services, Meeting Room Booking Administration, Meeting Room Set-Up (including catering requests and clearing rooms) Travel Bookings, Stationery, Reprographics, Waste Management and dealing with general enquiries. You will work toward a Modern Apprenticeship in Business Administration level 3.
Key Tasks will include but are not restricted to:
-Meeting Room Booking Administration and Meeting Room Set-Up – using the room booking system, administer room booking requests and ensure rooms are set up/cleared accordingly to meet user requirements. Arrange/set up catering requirements.
-Travel Bookings – administer travel and accommodation as required by liaising with travel agency providers and staff ensuring requests are dealt with accurately and efficiently.
Stationery – maintain stock levels of office consumables ensuring adequate supplies at central/distributed points at all times.
-Reception – full reception service including handling telephone/visitor enquiries, meet/greet visitors in a professional manner and directing appropriately, booking taxis and mail distribution services.
-Office Security – follow safety and security policies and procedures. Retain records of access card issue/returns, ensuring accurate records are kept up to date. Issue as required staff identity badges.
Business and Admin skills:
-stock, bookings, mail, and waste management
-health and safety and office security
-Office IT skills and reprographics
What You Will Bring
We are looking for highly motivated and committed individuals who will share our vision of providing a first-class customer service to our colleagues and visitors.
These will include but are not restricted to:
-Customer service focussed environment, with an ability to work as part of a team to deliver a consistent, high quality service at all times
-Helpful, flexible and positive ‘can do’ attitude
-Effective communication skills including face-to-face, on the telephone and in writing.
-Good organisational and problem-solving skills
-IT literacy (with basic knowledge of MS Word, Excel and Outlook)
-Physical aspects of the role are required for room set ups and clearing rooms after events.
-There will be an occasional requirement to travel to our Glasgow office (you will be compensated for additional time/expenses).
***Please note that due to external funding stipulations NES will only be able to accept applications from individuals who are aged 16 - 24 and who have not already graduated from University or a HND level College course.