Summary
Undertaking a wide range of administrative duties and the provision of administrative support to the team. Duties can include, supporting the administration and receptionist teams with patient registration, booking appointments, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies.
Wage
£14,722.50 a year
Training course
Business administrator (level 3)
Hours
Monday to Friday. 37.5 hours. Shifts to be confirmed at interview.
37 hours 30 minutes a week
Possible start date
Monday 21 April
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
The following are the core responsibilities of the Administration / Rota Clerk. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
* Supporting the management team in their day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
* Rota clerk to facilitate efficient and effective staff and premises usage and adjust where necessary to cover for day-to-day changes ensuring the patients are informed where necessary.
* Utilising and monitoring IT programmes to keep HR, organisational functions, practice policies, safety alerts, etc. up to date.
* Attend, participate and take meeting minutes for the various team meetings held internally or externally to the practice.
* Providing admin support for the team where required.
* Provide support for elements of QOF, compliance with CQC regulations and standards, etc.
* Supporting the practice with recruitment including pre-employment checks and DBS.
* Organising, monitoring, and maintaining a robust staff induction, training and appraisal programme.
* Supporting the management team with the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues.
* Updating and acting as the focal point for the practice website and social media sites.
* Supporting the practice in managing and highlighting issues with services e.g., cleaning, gardening, window cleaning, building faults, etc.
* Work on reception desk on a rota basis with other colleagues.
* Liaise with both internal and external agencies.
* To provide office cover to support the clinical team.
* Process changes to patient registration, deduction of record and new patient registration.
* Input data into the patients’ healthcare records as necessary.
* Answer incoming phone calls, transferring calls or dealing with the callers’ requests appropriately.
* Welcome patients and visitors to the organisation, directing requests appropriately.
* Always maintain a clean, tidy, effective working area.
* Support all clinical staff with general administrative tasks as requested
This list is not exhaustive.
Where you’ll work
15 Huddersfield Road
Elland
HX5 9BA
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
Requirements
Essential qualifications
GCSE in:
* Math’s and English GCSE’s (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
* Attention to detail
* Organisation skills
* Customer care skills
* Team working
* Initiative
* Non judgemental
* Patience
* Confidentiality
* Proactive
* Willing to learn
* Flexibility
* Ability to work under pressure