Apprentice Medical Administrator

Summary

The administrator is the first point of contact for all visitors or callers to the business. Main responsibility will be to ensure medical and other documents received are dealt with quickly and accurately in to the in-house management system, relevant details are recorded for each case, and the hard copies of these documents are filed logically.

Annual wage: £22,308 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday 9.00am - 5.00pm.
37 hours a week
Possible start date: Monday 25 November
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

Main responsibilities:

Answering inbound telephone enquiries from clients and their employees as well as other internal employees, agents, contractors or suppliers
Reviewing and processing alerts from the Company’s in-house database
Reviewing and processing emails from various stakeholders
Typing and sending letters
Scanning hard copies of medical notes and documents into the computer as required
Opening, date-stamping and distributing internal and external post to the relevant departments or individuals
Franking and posting outgoing post
Entering data into computer systems
Creating and placing purchase orders for stationary or medical supplies in line with the Company’s ordering proces
Any other reasonable duties as may be required from time to time in the proper operation of the business

Key Performance Indicators:

Calls answered quickly and inline with standard protocols
Emails and Alerts processed within agreed times
All other duties undertaken effectively and within timescales agreed / required

Where you’ll work

10 Park Gate

Little Germany

Bradford

BD1 5BS

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

BRADFORD COLLEGE

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

The apprentice will be in the work place 5 days per week
Once a month, you will be invited to a workshop at college
All asignments will be set online via our CRM system, Aptem
Skills coach will visit the work place every 4-6 weeks

Requirements

Essential qualifications

GCSE in:

English (grade 4)
Maths (grade 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
Problem solving skills
Presentation skills
Administrative skills
Logical
Team working
Creative
Initiative
Non judgemental

Other requirements

Please ensure you are able to commute to and from the work place without difficulty. The company value commitment and reliability so please make sure you re committed to the apprenticeship.

About this company

Heales Medical is a commercial provider of Occupational Health services to private and public sector clients across the United Kingdom. We are a small but growing business using cutting edge technology to provide our customers with an efficient, flexible and client focused service. Our clients include schools, universities, local councils and the NHS as well as a number of private sector clients. We have a number of offices around the UK including our Head Office based in Hertfordshire, Operations Hub in Bradford and small admin offices / clinics in areas such as Aberdeen and Glasgow in Scotland, with Wolverhampton and Weston-Super-Mare in England.

http://www.heales.com (opens in new tab)

After this apprenticeship

Heales offers a clear progression route for those who wish to progress. Within the Admin team, as well as our Apprentice Administrator, we have Administrators, Senior Administrators, Client Liaisons and Contract Managers. There are also opportunities to move between departments such as finance, HR and business administration.

Ask a question

The contact for this apprenticeship is:

BRADFORD COLLEGE

Philippa Yates

p.yates@bradfordcollege.ac.uk

01274 728316

The reference code for this apprenticeship is VAC1000278200.

Apply now

Closes on Wednesday 30 October

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