Summary
You will work alongside the Secretarial team at Abbey Fields Medical Centre. You will support the back-office staff and serve as the first point of contact for our patients. You will play a crucial role in ensuring their experience is positive and efficient. Additionally, you will provide essential support to our medical team and office staff.
Wage
£15,600 a year
Training course
Business administrator (level 3)
Hours
Monday to Friday, 9.00am to 5.00pm.
37 hours 30 minutes a week
Possible start date
Monday 31 March
Duration
1 year 9 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
As an apprentice working within the secretarial team, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.
Key Responsibilities include:
1. Patient Reception:
* Greet and welcome patients with a friendly and empathetic demeanour.
* Triage appointments utilising the clinical system.
* Manage online, telephone and face-to-face queries.
* Customer Service: Handling phone calls, emails, and face-to-face inquiries from clients or customers.
2. Administrative Support:
* Data Entry and Management: Inputting and updating information in databases and spreadsheets.
* Customer Service: Handling phone calls, emails, and face-to-face inquiries from clients or customers.
* Scheduling and Coordination: Organizing meetings, appointments, and events, and managing calendars.
* Document Preparation: Creating, formatting, and proofreading documents, reports, and presentations.
* Filing and Record Keeping: Maintaining physical and digital filing systems.
* Office Supplies Management: Monitoring and ordering office supplies as needed.
* Financial Administration: Assisting with invoicing, expense tracking, and basic bookkeeping.
* Project Support: Assisting with project planning, coordination, and tracking progress.
* Communication: Drafting and sending out internal and external communications.
* General Administrative Support: Providing support to various departments as needed.
3. Office Maintenance:
* Help with general office organisation and tidiness.
4. Team Collaboration:
* Collaborate with medical staff and fellow administrative team members to ensure the efficient flow of operations.
Where you’ll work
YPRES ROAD
COLCHESTER
CO2 7UW
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
ESSEX COUNTY COUNCIL
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
An apprenticeship includes regular training with a college or other training organisation. At least of 6 hrs off job working hours will be spent training or studying.
More training information
Level 3 Business Administrator standard:
Our blended approach means that our programmes are flexible and enable you to experience a range of learning and support opportunities in a variety of formats such as online or at a local ACL centre. You will have a dedicated tutor who you will meet (online or face to face) once a month who will guide you through your apprenticeship and prepare you for your End Point Assessment. Reviews of progress are carried out every 12 weeks with the learner, their line manager and the tutor. Additional workshops and seminars will be available to all learners to support additional learning.
Requirements
Desirable qualifications
GCSE in:
* English & 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
* IT skills
* Attention to detail
* Organisation skills
* Customer care skills
* Presentation skills
* Team working
* Initiative
* Non judgemental
* Patience
* Multitasking abilities
* Empathetic