Summary
To provide a high quality service to all of our patients. Carry out registrations, book appointments and maintain patient data. To provide an operational support service to all clinical and practice staff, ensuring good quality service delivery & confidentiality whilst working towards a Level 3 Business Admin qualification.
Wage
£14,526.20 a year
Training course
Business administrator (level 3)
Hours
Monday- Friday over a rota basis. Shifts to be confirmed.
37 hours a week
Possible start date
Monday 28 April
Duration
1 year 2 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
This is a great opportunity to work within a local surgery, to work towards a Level 3 Business Admin Apprenticeship.
Duties for this role would include:
* Open, date stamp and distribute post appropriately
* Send and receive notifications/tasks and emails in connection with work tasks
* Assist with the recall system in advising patients of tests due
* Shredding of confidential waste paper documents
* Complete scanning of documents into patient records
* Complying with GDPR laws by assisting with Subject Access
* Requests from patients
* Reception
* Book in all patients for appointment on arrival
* Book new and follow up appointments
* Receive all telephone calls and deal with enquiries
* Diversion of the telephone system when required
* Receive log and forward requests for home visits
* To contact patients if and when necessary
* Deal with requests for repeat and acute prescriptions
* Work on site at covid vaccination clinics
* Help sign patients up to use online services
* Answer general enquiries & explain practice procedures
* Register new patients
* Receive specimens and samples from patients
* Ensure the Doctor receives all repeat prescriptions for signing and all patient correspondence
* Provide support on the practice’s procedures, including the computer system, to locum staff as required
* Ensure that the reception area, waiting room are tidied at the end of each day/session
* Photocopying and emailing documents
This is not a comprehensive definition of the post. Postholders will be expected to undertake any work that comes within the remit of the post’s purpose. The job description will be kept under review and
may be changed according to Practice requirements. Discussions on any major changes will be held with the postholder
Where you’ll work
NORTH ROAD SUITE
RAVENSTHORPE HEALTH CENTRE
DEWSBURY
W YORKSHIRE
WF13 3JY
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
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 Administrator 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
Requirements
Essential qualifications
GCSE or equivalent in:
* English (grade C/4 or above)
* Math (grade C/4 or above)
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
* Self Motivated
Other requirements
Because of the nature of this work, this post is exempt from the provisions of section (42) of the Rehabilitation of Offenders Act 1974 (exemptions) Order 1975. Applicants for this post are not entitled to withhold information about convictions which for other purposes are spent under the provisions of the Act and in the event of employment, any failure to disclose such convictions could result in disciplinary action or dismissal. Any information given will be completely confidential and will be considered only in relation to an application for a position to which this order applies. DATA PROTECTION ACT All members of staff are bound by the requirements of the Data Protection Act 1998 and any breaches of the Act or confidentiality within the role could lead to dismissal.