Summary
The purpose of the role is to offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. Assist and direct patients in accessing the appropriate service or healthcare professional, whilst undertaking a variety of administrative duties.
Annual wage
£12,480 a year
Training course
Business administrator (level 3)
Hours
Monday to Friday - shifts between the hours of 8.00am and 6.30pm - total of 8 hours per day, with half hour lunch break. Total hours per week: 37.5 hours a week.
37 hours 30 minutes a week
Possible start date
Monday 24 February
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
Duties and Responsibilities:
The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Senior Receptionist/Practice Manager, dependent on current and evolving practice workload and staffing levels:
* Maintaining and monitoring the practice appointments system
* Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
* Processing and distributing incoming (and outgoing) mail
* Taking messages and passing on information
* Filing and retrieving paperwork
* Processing repeat prescriptions in accordance with practice guidelines
* Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
* Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
* Clearing and restock consulting rooms as required
* Providing clerical assistance to practice and trust staff as required from time to time, including word/data processing, filing, photocopying and scanning
* Ordering, re-ordering and monitoring of stationery and other supplies
* Dealing with clinical waste
* Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy
* Keeping the reception area, noticeboards and leaflet dispensers tidy and free from obstructions and clutter
* Confidentiality/health & safety/equality and diversity/personal/professional
* Development/quality/communication/contribution to the implementation of services, will all be covered throughout your training and through the apprenticeship training received by the training provider
This list is not exhaustive, and you will be expected to perform different tasks as necessitated by the business which are relevant to your role within the company to meet the overall business needs. The role will evolve as time and duties progress.
Where you’ll work
THE WHITE WINGS CENTRE
SPA POOL ROAD
ASKERN
DONCASTER
DN6 0HZ
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 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.
What is the expected career progression after this apprenticeship.
Requirements
Essential qualifications
GCSE or equivalent in:
* English (grade C/4)
* Maths (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
* Attention to detail
* Organisation skills
* Customer care skills
* Logical
* Team working
* Initiative
* Non judgemental
* Patience
* Good attendance record
* Self Motivated
* Can Do Attitude
* Caring
Other requirements
The group has other surgeries which are based at the below sites, if the candidate does drive there may be travel involved: Conisbrough Medical Practice Mexborough Medical Practice Denaby Medical Practice Askern Medical Practice