Apprenticeship & Careers Administrator

Company Description

Working as a partnership, both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust have a shared vision for excellence in care for our patients and communities; with a set of strategic aims underpinning how we will achieve this. 

The single corporate service is delivered across both organisations.  You may be based at either IWT or PHU and individuals may be required to undertake business travel between sites and will undertake work supporting colleagues on both sites. For leaders managing staff across multi-site locations, you will need to be visible and provide in person leadership. The arrangements and frequency will be agreed locally.

Job Description

This vacancy is open to employees of Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust only.

NHS Band 3:  Salary £25,760 - £27,476 per annum

Hours per Week:  full time 37.5

Contract:   Permanent

Advert Closing Date:  17th May 2026

Are you passionate about supporting the growth and development of others? Do you thrive in a collaborative environment where your contributions help to shape the future of a team? If so, we have an exciting opportunity for you to join our vibrant department as Administration Support for the Apprenticeship & Careers Work Stream.

As the Apprenticeship & Careers administrator, you’ll play a crucial role in ensuring the smooth operation of a key area of The Learning, Education and Development. You’ll be part of a close-knit, friendly team who are dedicated to delivering high-quality services, and you’ll have the opportunity to make a real impact by supporting the development and growth of our colleagues.

This role will see you working with a dynamic and forward-thinking department, where cross site alignment as part of the Single Corporate Service is key. You’ll be involved in coordinating and supporting various work streams, assisting with ongoing process improvements, and contributing to the overall efficiency of the apprenticeship programme. You will provide effective day‑to‑day administrative support to the Learning, Education and Development Directorate, specifically supporting the Apprenticeship & Careers Team, to enable the delivery of trust‑wide Apprenticeship and Careers initiatives.

As part of the Single Corporate Service, this role is a designated site-based role however the post holder will be part of the Corporate Service team which provides a service across both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust. Therefore you can work from either Queen Alexandra Hospital Portsmouth or St Mary's Hospital Isle of Wight.

Specific Core Functions

• Act as the main contact for apprenticeship and career-related questions via phone, in person, and email.
• Update apprenticeship data across various platforms like ESR, DAS, and other internal systems.
• Create and maintain learner files, ensuring all required documents are organised and accessible.
• Keep the internal apprenticeship database updated using provider reports, and raise any issues to the Apprenticeship & Careers Lead.
• Set up apprenticeship funding by raising cohorts through the Digital Apprenticeship Service.
• Help plan and support events like National Apprenticeship Week, Careers Events, Work Experience, and both digital and face-to-face drop-in sessions.
• Communicate with internal and external stakeholders through email and meetings to ensure apprenticeships run smoothly, and report concerns to the Apprenticeship & Careers Lead.
• Assist with the internal application process for apprenticeships and work experience, including handling forms and following up on missing information.
• Help with student onboarding by coordinating with education providers to meet deadlines.
• Monitor and assist with queries in shared mailboxes.
• Support the recruitment of external learners, arranging interviews with internal and external stakeholders.
• Prepare materials for engagement sessions, such as sign-in sheets, flyers, and posters.
• Update information on SharePoint for both Trusts to keep it current and relevant.
• Provide administrative support to Learning, Education, and Development staff as needed.
• Assist the Apprenticeship & Careers Team and Education Admin Leader with coordinating courses and programmes.
• Raise purchase orders and process orders through SBS.
• Take and write up meeting minutes, making sure they are distributed on time.
• Create and maintain SOPs (Standard Operating Procedures) for key tasks, regularly updating them to stay relevant.
• Provide cover for the Education Centre Reception as part of a team rota.
• Perform other tasks as needed by the department.
• Take responsibility for personal development and learning.

For further details please refer to enclosed job description.

Qualifications

Essential 

• NVQ3 or equivalent/ equivalent experience. 
• Educated to GCSE level (or equivalent).

Desirable

• Minute taking qualification.

Experience and Skills & Knowledge

Essential

• Ability to achieve high level of accuracy while ensuring deadlines are met.
• Excellent communication, reception, interpersonal and organisational skills.
• Strong customer service skills.
• Ability to deal with all levels of staff, external organisation representatives, patients and general public.
• IT experience, preferably in the use of Microsoft Office.
• Ability to communicate in oral and written English. 

Desirable

• Experience in minute taking for structured meetings.
• Experience in working in a busy office environment.
• Ability to take minutes and generate minutes.
• Working knowledge of clerical procedures.
• Ability to understand and work with ordering, administrative and personnel processes and practices.

Additional Information

The health and wellbeing of our staff is at the forefront of everything we do. We are proud to be able to offer our staff some fantastic benefits including our on-site Nursery, access to our free Beach Hut for those long summer days, our on-site Wellness Centre including a gym and a swimming pool, access to our fantastic staff networks including LGBTQ, Race Equality and DisAbility, and awards ceremonies to recognise your achievements. We believe we can offer support to all of our staff when they need it the most.

We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, disability, sexual orientation, and beliefs.