Practice Administrator Apprentice

Summary

The Practice Administrator shall be responsible for the efficient, effective and safe administrative management of the Practice, and support the well-being of clients, carers and staff, and the successful smooth running of the Practice. The role involves covering reception duties; greeting clients, liaising via phone and email and taking bookings.

Annual wage

£9,984 a year

Minimum wage rates (opens in new tab)

Pay reviewed after 6 months

Training course

Business administrator (level 3)

Hours

Monday to Thursday, 9.00am to 4:30pm.

30 hours a week

Possible start date

Monday 4 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

1. Clinical Director support and Administrator:

Compile the agenda for all meetings
Convene, attend, participate in and be responsible for the minutes of meetings when required
Organise and participate in staff meetings, sharing of information across staff
Arrange all administration regarding the Health and Safety, HR, students and volunteers
Support the Clinical Director in matters relating to admin management
Be responsible for diary overview and assisting staff with time management

2. Personnel and Health & Safety Management:

Assist with the induction of employees, ensuring that initial Health and Safety instruction is provided
Ensure all administration records required are completed in an accurate and timely manner
Ensure all appointments, services and invoices are inputted correctly onto Powerdiary on a weekly basis
Check accuracy of all associate invoices
Ensure all Health and Safety statutory obligations and legislation are adhered to
To undertake disability assessments and Health and Safety assessments and reviews, including the recommendation and implementation of improvements
To maintain records of staff training and appraisals and initiate reminders to Senior staff when appraisals/training are due
To ensure appropriate staff working times versus breaks are in place to avoid overwork but maintain financial viability
To liaise with associate staff re-appointments, billing, clinic developments and paperwork
To maintain files relating to insurance and the maintenance of essential Practice contracts, including PAT testing, equipment servicing/maintenance and liaise with the Director re-costs
Communicate agreed Practice Policy to staff and introduce systems to support such policies
Support staff to ensure an effective appraisal/personal development system and any resulting training or disciplinary procedures
To support the Director to ensure fair and consistent application of all personnel policies and procedures, including disciplinary and grievance procedures, ensuring the Practice meets its legal obligations
To support the maintenance of an efficient and cost-effective level of staffing and hours of work required for the running of the Practice, including arranging appropriate holiday cover and supervision and liaise with staff to provide satisfactory cover for same
To administer all systems for fair employment and equal opportunities
To liaise with the Clinical Director when required for non-routine personnel or administration queries

3. Clients:

To support the Practice complaints procedure including taking complaints and reporting to the Clinical Director, recording complaints, periodically reviewing Practice systems and improving procedures in line with statutory requirements and general efficiency as directed by Clinical Director
Support the updating of Practice notices and ensure that appropriate information is available to clients
Support the staff in any difficult contact with clients
Liaise with clients for new enquiries, bookings, invoicing and general enquiries as required
Ensure information and costs are sent ahead of each block of exercise class and confirm numbers to clinicians

4. General Management

Ensure hourly rates are in line with current legislation
Ensure compliance with all statutory and legal regulations
Ensure security of personnel and property
Be responsible for supplies, both clinical and administrative
Manage internal presentation of the clinic, reporting/organising repairs/maintenance as needed and report to Clinical Director

Where you’ll work

Totnes Road

Ipplepen

Dainton Golf Club

Newton Abbot

TQ12 5TN

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

SOUTH DEVON 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

In the workplace:

Practice software management
Invoice management
Customer service skills
Time management and prioritisation skills
Team working
Health and Safety practices
Risk assessment
Data collection and social impact measurement
Confidentiality and GDPR procedures and policies

In college:

Personal responsibilities and working in a business environment
Working with and supervising others
Managing information and producing documents
Providing and maintaining administrative services
Developing and evaluating own performance at work
Communicating in a business environment
Customer service skills
Policies, procedures and legislation
Effective team working
Problem solving

More training information

You will attend weekly Off-The-Job college sessions at South Devon College, Vantage Point, Paignton, to facilitate your apprenticeship standard.

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
Customer care skills
Team working
Initiative

Other requirements

Other requirements of the post include: Able to get to Clinic independently, Enhanced DBS check, Will involve meeting and communicating with people with significant disabilities and life altering health conditions. Work address is subject to change in the next few months - will be within 10 miles of above address.

About this company

Sense Ability Therapy CIC provides physiotherapy, rehabilitation and education to adults with neurological and other long term health conditions. Based near Newton Abbot and Torquay in Devon.

https://senseabilitytherapy.co.uk/ (opens in new tab)

After this apprenticeship

Work towards Practice Management Qualification. Administrative work in GP practices/other health clinics and NHS.

Ask a question

The contact for this apprenticeship is:

SOUTH DEVON COLLEGE

Caroline Field

carolinefield@southdevon.ac.uk

The reference code for this apprenticeship is VAC1000279721.

Apply now

Closes in 14 days (Friday 18 October at 11:59pm)

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