Business Admin apprentice

Summary

The apprentice will provide support to the whole practice team providing general office duties and reception duties.

Annual wage: £13,416 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday to Friday 9am to 5pm shifts May include evenings
30 hours a week
Possible start date: Monday 7 October
Duration: 1 Year 3 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 Apprentice will provide support to the whole practice by supporting the rest of the Data Team and the Administration Team during times of high demand.

1.1. The Data Team forms part of the Administration Team of the practice. The post holder is expected to train to be able to cover in the absence of any/all of the other colleagues within the Administration Team, and to step in to cover this if necessary.
1.2. The Administration Team is expected to support their colleagues in the General Office Team as and when appropriate; this may include providing cover for Reception staff on an occasional basis.

Reception:

2.       Receiving patients and visitors into the building in a positive and friendly manner. This may include patients consulting with members of Practice / wider Primary Care team within the practice premises or receiving and directing visitors who have attended for business meetings / training events.
3.       Receiving parcels and post bags in line with agreed protocols for onward handling.
4.       Handing out completed repeat prescriptions to patients or their representatives and checking names, medication and address whilst maintaining the security of prescriptions/ patient information.
5.       Advising patients about the Online Repeat Prescriptions Ordering Service, as well as the standard paper prescriptions processes. Understanding the turnaround times and the exceptional circumstances and how to action accordingly.
6.       Promoting new services available at the practice. Check Patient I.d where necessary in line with new services security requirements and process applications where possible / seek help from colleagues where necessary.
7.       Providing relevant leaflets to patients about the practice services that they might require and being able to explain more about each of the job roles of everyone within the practice team and attached staff team.
8.       Deal with all general enquiries, explain procedures or seek help from colleagues where appropriate.
9.       Book new and follow-up appointments for patients in line with the agreed protocols.
10.   Use the computer to indicate when a patient has arrived for their appointment or walked out and help and encourage patients to use the touch screen computer where workflows allow.
11.   To help to ensure that signed prescriptions are ready for easy collection by the patient within 48 hours by filing in a precise manner and taking full details of any patients who want to add extra messages about prescriptions that they hand over.
12.   Advise patients of the relevant financial charges and processes for private (non General Medical Services) services. Seek assistance when receiving cash or cheque payment.
13.   To provide patients with access to the interview room when required, and to be on hand to provide support to patients using this room where required. To ensure the dignity of patients waiting in the interview room by showing respect to their needs; including closing the blinds, offering tissues, sitting with patients if necessary/needed, and explaining the practice procedures as appropriate in the absence of a more senior member of staff.

Where you’ll work

GIBSON LANE PRACTICE

GIBSON LANE

KIPPAX

LEEDS

LS25 7JN

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

LUMINATE EDUCATION GROUP

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

During your apprenticeship you will be enrolled at Leeds City College (School of Business) and will complete the following programme:

Level 3 Business Adminstrator Apprenticeship Standard:

This programme will allow the apprentice to develop their skills, knowledge and behaviours through the practical period at college as well as in the workplace doing on-the-job training.

The broad purpose of the occupation is to provide a high-quality service to customers which will be delivered from the workplace, digitally, or through going out into the customer’s own locality.

These may be one-off or routine contacts and include dealing with orders, payments, offering advice, guidance and support, meet-and-greet, sales, fixing problems, after care, service recovery or gaining insight through measuring customer satisfaction.

You may be the first point of contact and work in any sector or organisation type.

Duration & start date:

This is a 15-month apprenticeship (12 months for the practical period which includes the day release at college and 3 months for the end-point assessment).

Requirements

Essential qualifications

GCSE in:

English (grade 4)
Maths (grade 4)
IT (grade Pass)

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
Problem solving skills
Presentation skills
Administrative skills
Number skills
Analytical skills
Team working
Initiative
Non judgemental
Patience

Other requirements

Please apply for the role as soon as possible, we are interviewing suitable candidates as and when we receive applications. Therefore, the role may close before the advertised closing date.

About this company

GP practice providing primary care services to patients.

Disability Confident

A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long-term health condition. This includes non-visible disabilities and conditions.

You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.

After this apprenticeship

Possible permanent position at the end of a successful apprenticeship for the right candidate.

Ask a question

The contact for this apprenticeship is:

LUMINATE EDUCATION GROUP

Apprenticeship Recruitment Team

apprenticeships@leedscitycollege.ac.uk

01132846464

The reference code for this apprenticeship is VAC1000266836.

Apply now

Closes in 16 days (Monday 30 September at 11:59pm)

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