Summary
We are seeking an enthusiastic individual to join our busy and friendly reception/admin team At Clifton Court Medical Practise. As the first point of contact for most patients, this role is demanding but highly rewarding. You will work alongside a dedicated team that strives to provide exceptional service.
Wage
£14,722.50 a year
Training course
Business administrator (level 3)
Hours
Monday to Friday (exact hours to be confirmed).
37 hours 30 minutes a week
Possible start date
Monday 7 April
Duration
1 year 6 months
Positions available
1
Work
Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.
What you’ll do at work
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 practice manager, dependent on current and evolving practice workload and staffing levels:
* Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
* 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
* Scanning
* Prescriptions
* Summarising
* Overseeing the administration support support of the practice.
Reviewing and updating all administrative and reception policies and procedures as required
* Supporting the management team in dealing with administrative duties and reports.
* Assist with Key Performance Indicator Targets
* Champion continuous improvement
* IT-related tasks (such as website and social media updating)
* Quality improvement work
* Rota/appointment system changes
* Care Navigating via telephone and digitally
Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
* Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
* 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
* Processing referrals
* Any other duties requested by the practice manager
Where you’ll work
CLIFTON COURT MEDICAL PRACTICE
VICTORIA ROAD
DARLINGTON
DL1 5JN
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
College or training organisation
ITEC NORTH EAST 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
City and Guilds Level 3 Business Administrator Apprenticeship Standard which includes:
* Level 2 Functional Skills in maths and English (if required)
* End-Point Assessment (EPA)
Via your ITEC tutor and on-the-job training, you'll get the opportunity to learn:
* Record and document production
* Decision making
* Interpersonal skills
* Communication
* Quality
* IT skills
* Planning and organisation
* Project management
* Relevant regulation
* Policies
* External environment factors
Requirements
Desirable qualifications
GCSE or equivalent in:
* English (grade 4)
* Maths (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
* IT skills
* Attention to detail
* Organisation skills
* Problem solving skills
* Team working
* Initiative