Apprentice Administrative Officer

Posting date:	18 December 2025
Salary:	£25,651.00 to £27,220.00 per year
Additional salary information:	£25651.00 - £27220.00 a year
Hours:	Full time
Closing date:	05 January 2026
Location:	Preston, PR1 8XB
Company:	NHS Jobs
Job type:	Contract
Job reference:	K9919-25-0497

Summary

Administrative support Provide comprehensive administrative support to teams across the Directorate, including diary management of one or more senior staff, if required. To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy, and confidentiality. Action routine correspondence, prepare acknowledgements and response letters as requested. Collate information and data to produce reports and documents as required; some may be confidential and/or complex. Assist with the dissemination and/or collation of information/returns for business operations in a timely manner. Provide Incident Co-ordination administrative cover on rotation as required (if applicable) Improve the quality of services and contribute to the improvement of the administration service. To be responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently. Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary Financial and resource management Assist with the procurement of goods and services in-line with UKHSA policies and procedures, including overseeing ordering of stationery and general equipment supplies for the office; ensuring appropriate levels of stock are maintained; and arranging travel and hotel bookings. Meetings and events Arrange, attend, and provide secretariat support to teams and other internal and external meetings and/or networks as required. This will include booking venues; organising hospitality; preparing and producing paperwork, i.e., agendas, action logs, collating and distributing all necessary information and documentation electronically and taking minutes or action notes as required. Ensuring all minutes or action notes are issued in a timely manner and agreed actions are appropriately recorded. Assist with organising external and/or internal conferences, away days and training days, including registration, and preparing resources. Information governance and information management Operate and update a range of databases and computerised case management / surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies, and procedures. Adhere to clinical governance and security of information arrangements at all times. Assist in the effective use and maintenance of the office environment and systems and support the introduction of, and working with, systems to manage these effectively; this will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA. Communication and key working relationships The post holder will develop effective working relationships and communicate regularly with a wide range of individuals via phone, email and face to face including, local team members and managers, clinical and non-clinical staff and scientists.The post holder may also take phone calls and/or emails from members of the public and/or stakeholders. Essential Criteria Educated to a level 2/GCSE in Maths and English or equivalent and/or relevant experience working at a similar level within administration If under the age of 19, a grade C (4) in GCSE Maths and English or equivalent or be willing to complete functional skills (which the provider will deliver as part of the programme). This is not required for candidates aged 19 or older Experience of using Microsoft Office software i.e., Word, Excel, Outlook, and PowerPoint or equivalent Ability to communicate clearly and concisely both orally and in writing, taking time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money Ability to prioritise own work and work with minimal supervision Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment Ability to follow guidance, policies, and processes, including handling sensitive and confidential data Ability to handle telephone enquiries and receive visitors Ability to work well as part of a team You are inquisitive, you seek out new information and look for new ways to develop yourself An understanding of and commitment to equality of opportunity and good working relationships Desirable Criteria Experience handling sensitive and/or confidential data Experience of arranging meetings and supporting events and taking minutes Experience of working in an office environment Talk to relevant people to get advice and information when unsure how to proceed Selection Process Details: This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and / or skills and abilities outlined in the essential criteria. Stage 1: Application & Sift You will be required to complete an application form. You will be assessed on the listed 11 essential criteria, and this will be in the form of a: Application form (Employer/ Activity history section on the application) 1500 word supporting statement. This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria. The Application form and supporting statement will be marked together. Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV. Longlisting: In the event of a large number of applications we will longlist into 3 piles of: Meets all essential criteria Meets some essential criteria Meets no essential criteria In this scenario, only applicants meeting all essential criteria will move forward to shortlisting. Shortlisting: In the event of a large number of applications we will shortlist on: Experience of using Microsoft Office software i.e., Word, Excel, Outlook, and PowerPoint or equivalent Ability to handle telephone enquiries and receive visitors If you are successful at this stage, you will progress to interview. Please do not exceed 1500 words. We will not consider any words over and above this number. Feedback will not be provided at this stage. Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV. Stage 2: Interview Competency based You will be invited to a (single) face to face interview. In exceptional circumstances, we may be able to offer a remote interview. Knowledge, experience, skills & abilities will be tested at interview. Interviews dates are yet to be confirmed. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records. Location This role is being offered as hybrid working based at our County Hall Offices in Preston. Lancashire. PR1 8XB.We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month). Security Clearance Level Requirement Successful candidates must pass a disclosure and barring security check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard. Eligibility Criteria External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants). Salary Information If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.