Summary
The post holder will be required to assist in the provision of an efficient administration and reception support in this fast-moving GP surgery, whilst working towards a Level 3 Business Administrator apprenticeship. The pay may be negotiated and may rise after a probation period has been successfully completed.
Wage
£9,984 a year
The pay may be negotiated and may rise after a probation period has been successfully completed.
Training course
Business administrator (level 3)
Hours
Monday - Friday on a rota basis (To be confirmed at interview). Please note this will include some 07.45 starts and some 18.15 finish times. You will need to be flexible to suit the needs of the business. Total hours per week: 30 hours a week.
30 hours a week
Possible start date
Monday 24 March
Duration
1 year 2 months
Positions available
1
Work
As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.
What you’ll do at work
Full apprenticeship and role training will be provided for this exciting position in this high-performing Primary Care Medical Practice.
Duties of the post:
Working as part of the reception team. You will be front line support. You will represent the practice as first point of contact for our service users.
* Answering incoming calls
* Making outbound calls to patients and other outside agencies
Signposting and booking appointments
* Face to face patient enquiries
* Providing a role that supports the work generated by the public/patients and clinical teams. This will be under the guidance of the Practice Manager/Reception Manager
* Logging a variety of information into patient records using a purpose-built clinical system
* Provide a confidential, efficient, timely and accurate service
Scanning incoming correspondence into patients’ electronic records via the clinical system
* Providing general administrative support and any other duties appropriate to the role
* Contacting patients by e-mail/letter with reminders/results etc.
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by the organisation which are relevant to your post within the company to meet the overall business objectives.
Where you’ll work
16 UNION STREET
HECKMONDWIKE
WF16 0HH
Training
An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.
College or training organisation
C.M.S. VOCATIONAL TRAINING LIMITED
Your training course
Business administrator (level 3)
Equal to A level
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.
Your training plan
As a Business Administration Apprentice, you will complete the following qualifications as part of your apprenticeship:
* Level 3 Business Administrator Standard Apprenticeship
* Level 2 Functional Skills in maths and English if not already achieved
* You will also develop the skills, knowledge and behaviours required to work within an office environment
This apprenticeship is delivered in the workplace and 20% of your working time will be dedicated towards training and learning new skills. You will be allocated a tutor who will provide you with personal support and assessment at pre-arranged times.
Assessment is through a variety of methods including observations in the workplace, witness testimonies, product evidence and professional discussions. All evidence will be logged to your electronic portfolio.
More training information
* Staff in this environment must be able to respond quickly and appropriately, remaining professional at all times. The post involves constant public contact, so customer care and communication skills are essential.
* Maintaining absolute confidentiality at all times and being aware of all Information Governance and Data Protection regulations is an important aspect of this role.
* Every employee must sign a confidentiality agreement and any breach of this could lead to disciplinary action.
* The following additional training is mandatory when the apprentice starts (most is online and will be organised by the Practice)
* Confidentiality/Information Governance, Health and Safety, Fire Safety, Manual Handling, Safeguarding Children & Vulnerable Adults, and Infection Prevention.
Please note: Candidates registered with this practice would be expected to change doctors if offered the post.
Requirements
Essential qualifications
GCSE or equivalent in:
* English (grade C/4)
* Maths (grade C/4)
Desirable qualifications
GCSE in:
* IT (grade C/4)
Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.
Skills
* Communication skills
* IT skills
* Attention to detail
* Organisation skills
* Team working
* Initiative
* Non judgemental
* Patience
* Good attendance record
* Flexible
* Self Motivated
* Resilient
Other requirements
Staff in this environment must be able to respond quickly and appropriately, remaining professional at all times. The post involves constant public contact, so customer care and communication skills are essential. Maintaining absolute confidentiality at all times and being aware of all Information Governance and Data Protection regulations is an important aspect of this role. Every employee must sign a confidentiality agreement and any breach of this could lead to disciplinary action. The following additional training is mandatory when the apprentice starts (most is online and will be organised by the Practice) Confidentiality/Information Governance, Health and Safety, Fire Safety, Manual Handling, Safeguarding Children & Vulnerable Adults, and Infection Prevention. Please note: Candidates registered with this practice would be expected to change doctors if offered the post.