Administration Apprentice

Summary

The administration apprentice is responsible for undertaking a wide range of administrative duties and for the provision of general support to the multidisciplinary team. The administration apprentice is a key part of the team. You will ensure an effective and efficient administrative service is provided to the Practice.

Annual wage: £15,642.90 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: A pattern of 8am-4pm / 10am-6pm shifts Monday-Friday. In addition, four Saturdays per year. Shifts TBC.
37 hours a week
Possible start date: Monday 2 December
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

Answering telephone calls from patients and managing their query in a polite and efficient manner.
Working on the reception desk, dealing with patient enquiries and marking patients in for their appointments.
Taking ownership of the clinical document process to include opening the post, scanning the documents, clinically coding the documents, carrying out any appropriate action contained within the document, determining if it requires forwarding to the patients’ registered GP (following a robust standard operating procedure)
Processing, including the coding of, and responding to, highly confidential safeguarding documents.
Initiating contact with and responding to, requests from patients, team members and external agencies.
Processing GP2GP transfers (electronic transfer of patients’ medical records to or from the practice) and following up on any anomalies.
Receiving and processing of insurance reports and other forms including raising invoices and accurately recording the request and its progress in EMIS Web (clinical system).
Adhoc coding such as from immunisation campaigns.
Summarising of incoming patients’ medical records (specific external training will be provided).
Receiving and processing patients’ request for copies of their medical records (subject access requests).
Taking ownership of the recall process for chronic disease and long-term conditions.
Booking private medicals.
Receiving and actioning emails through the administrators’ generic team email inbox.
Uploading referral forms onto the e-referral system, responding to referral queries and processing advice and guidance responses.
Processing the records of deceased patients (death certificates, cremation forms).
Input information into the patient’s healthcare records as necessary, for example, an ongoing patient query, so that the team can assist in your absence.
Maintain a clean, tidy, effective working area at all times.
Support clinical staff with general tasks as requested.
Partake in audit as directed by the audit lead.
Support the team by providing cover during staff absences.
Answer incoming phone calls, transferring calls or dealing with the callers request appropriately. Signpost patients, and in appropriate circumstances, refer patients to the correct service (CPCS) (8-9am).
To stay up to date with required mandatory training.

Where you’ll work

PINHOE SURGERY

PINN LANE

PINHOE EXETER

EX1 3SY

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

THE APPRENTICE ACADEMY 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

Level 3 Business administrator apprenticeships are also known as advanced apprenticeships and are generally considered to be equivalent to two A level passes.

Training will be provided on site at Pinhoe Surgery, with online learning sessions, coaching and independant learning time provided by the external apprenticeship provider built in to your working hours.

Requirements

Essential qualifications

GCSE or equivalent in:

English (grade 4 or above)
Mathematics (grade 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
Patience

About this company

We are a two-site dispensing practice on the edge of Exeter extending onto the countryside of East Devon with an expanding population, currently at 17,600 patients. The area boasts access to city life, Dartmoor and beautiful beaches. We are a welcoming, friendly team, who pride ourselves on our supportive environment. The successful candidate will be joining our team of GPs, Practice & District nurses, Occupational Therapist, Dietitian, Paramedic and two Clinical Pharmacists as well as a full complement of dispensing, administration, and management staff. Enthusiasm, professionalism, strong teamwork ethos and attention to detail are skills that are required of the post-holder.

http://www.pbmp.uk (opens in new tab)

After this apprenticeship

The employee could become an administrator at the practice and possibly a team lead or manager in the future. Three of our managers started off as receptionists.

Ask a question

The contact for this apprenticeship is:

Pinhoe and Broadclyst Medical Practice

Amy Taplin

amy.taplin@nhs.net

01392469666

The reference code for this apprenticeship is VAC1000284116.

Apply now

Closes in 15 days (Sunday 10 November at 11:59pm)

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