Summary
This is an exciting opportunity within a small but friendly doctor’s surgery for an apprentice to learn all aspects of administration and reception duties. Offer general assistance to the practice team & project a positive & friendly image to patients & other visitors, either in person or via the telephone, working towards a level 3 qualification.
Wage
£9,984 a year
Training course
Business administrator (level 3)
Hours
Monday to Friday; 30 hours (08:00 to 14:30 inc 30 min break). Some flexibility to work afternoons until 18:30 would be preferable.
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
This is an exciting opportunity within a small and friendly doctor’s surgery for an apprentice to learn all aspects of the surgery’s Administration and Reception duties.
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
* Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
* Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of secretarial and clerical support to clinical staff and other members of the practice team
* Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies
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 security in accordance with Practice protocols, when necessary
* 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 re-stock consulting rooms as required
* Providing clerical assistance to practice 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 collection companies
* 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, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
This list is not exhaustive.
Where you’ll work
WINDHILL ROAD
WAKEFIELD
WF1 4SD
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
CMS Vocational Training
CMS Vocational Training Ltd, based in Batley, West Yorkshire, has over 40 years of experience as an established provider of apprenticeships, advanced learner loans, and commercial training. Operating on a national scale, we collaborate with a diverse array of employers across various sectors to offer a wide range of high-quality apprenticeship opportunities.
Requirements
Essential qualifications
GCSE in:
* English (grade 4)
* Math (grade 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
* Customer care skills
* Team working
* Initiative
* Non judgemental
* Patience
* Good attendance record
* Caring
* Can Do Attitude
Other requirements
The wage will be reviewed on a regular basis, dependent on the progression of the learner. Make sure you can travel to the place of work on a daily basis. Check the job description in full. A risk assessment on a DBS check will be undertaken upon offer of employment There needs to be some flexibility in working hours to cover all shifts. However, the surgery may require you to work extra hours during busy/holiday times.