Medical Receptionist Apprentice and Care Navigator Administrator

Summary

The medical administrator plays a key role as the first point of contact a patient or other surgery visitor meets. As such they are the “face” of the surgery and the first voice of welcome that anyone contacting the surgery should experience. They provide efficient, helpful and sympathetic care to patients, carers and wider family members.

Annual wage: £12,480 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: 8am to 6pm Monday to Friday Shifts TBC between those hours.
37 hours a week
Possible start date: Thursday 26 September
Duration: 1 Year 6 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

Typing of letter and reports

Preparation of required clinical summaries

Surgery generic email account processes both receiving in and sending out.

Copying of casenotes as required for solicitors, continuing care services, patients or their advocates.

Running batch mail processes, printing and preparing for post out.

Locating casenotes and filing.

Preparing and processing referrals

MAIN DUTIES- RECEPTION

Check the daily appointment book, highlight any outstanding health issues & liaise with patients.

Meet and greet all patients and guests in a friendly, courteous and professional manner.

Assist with checking-in for appointments where the auto check-in fails or patients have difficulty.

Call patients in to consultations where the auto-call has failed or has been misheard.

Communicate any delays in the clinical sessions to the waiting patients.

Respond to patient enquiries and provide non-clinical advice to patients and carers.

Book appointments.

Deal with all face to face enquiries and/or obtain relevant help where necessary.

Ensure Guest sheets are completed at entry and exit, by any visitors to surgery.

Provide information on the surgery opening times and services offered.

Answer in coming telephone calls as quickly as possible, deal with enquiry where within remit and/or cascade as appropriate.

Ensure on-call matters are documented, updated and completed within the same day.

Receive in, document and store as appropriate-immunisations, mail and parcels.

Open daily mail, date stamp, sort and cascade as appropriate.

Ensure any documentation and/or forms are correctly completed before release to patients.

Any other duties as deemed necessary to the running of the surgery and care of the patients.

Where you’ll work

MEDICAL CENTRE

WEAR ST

JARROW

TYNE & WEAR

NE32 3JN

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

WOODSPEEN 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

Business Administrator - Level 3 standard.

Blended on/off the job training and location to be confirmed.

Level 3 units included in the programme include:

The Organisation
Business Fundamentals
Decision Making
Project Management
Managing Performance

Requirements

Essential qualifications

GCSE or equivalent in:

English (grade C/4 or above)
Maths (grade C/4 or above)

Desirable qualifications

GCSE or equivalent in:

Science (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
Customer care skills
Problem solving skills
Presentation skills
Administrative skills
Number skills
Analytical skills
Logical
Team working
Initiative
Non judgemental
Patience

About this company

Ravensworth Surgery is an NHS family practice based in South Shields. Our sister surgery is The Medical Centre based in Jarrow. Apprentice will cover duties at both sites

After this apprenticeship

A permanent position within the organisation.

Ask a question

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