Apprentice Medical Administrator

Summary

We have an exciting opportunity for someone to join our team at Belgrave Medical Centre as an Apprentice Medical Administrator. You will be working alongside a highly skilled team of professionals supporting the day to day running of the practice offering administrative and reception support.

Annual wage

£14,430 a year

Minimum wage rates (opens in new tab)

Salary is based on 16-17 year olds. For 18 years and older, the pay is increased.

Training course

Business administrator (level 3)

Hours

Monday - 9am – 6pm Tuesday - 8am – 5pm Wednesday - 12.30pm – 6pm Thursday – 8am - 1pm Friday - 8am - 6:30pm.

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

Greet patients and visitors to the practice and make sure reception area is kept tidy at all times. Ensure that patients book themselves in and visitors are signed in
Create and update the appointment book under the supervision of the Reception Manager
Extract patient’s records if requested and prepare any other papers needed for the Consultation or Medicals
Run the surgery appointment system effectively
Answering incoming telephone calls, ensuring calls are documented and redirected accordingly and placed in operation at the end/beginning of each day
Follow up patients who do not attend for their appointments.
Take appropriate details from patients wishing to register with the practice and provide appropriate information about the practice
Use generic email for communication to others as requested by the Doctors, or a senior member of staff, dealing with urgent matters immediately
Accept and register patients in accordance with practice procedures and update patient demographic information when changes are identified
Advise patients of relevant charges for private services, accept payments and issue receipts
Take requests for prescriptions accurately and enforce the repeat prescribing policy
Ensure infection control procedures are maintained with regard to cleaning of the reception and waiting areas
Complete referrals to the district nurse team under the supervision of the GP
Issue and supply prescriptions and distribute accordingly (EPS)
Support the reception manager with producing leaflets, newsletters etc
Attend all meetings and complete all required training
Frank posts appropriately, keep the postbook updated and take post when required
Read code data on the emis clinical system
Scan routine correspondence to patient records
Update death registers and follow up next of kin following bereavement
Control patient access to online medical records and accept records coming in to the surgery
File medical records accurately
Be prepared to carry out relief duties that may be required at times of sickness, leave or other times of staff shortage in the practice. All relief work will be paid
Cooperate in all matters with other members of the Practice Team, with a view to ensuring a happy atmosphere, greater job satisfaction and, above all, ever-improving patient care
Work safely at all times in accordance with Legislative requirements and Practice Policy and Procedures

Where you’ll work

116 BELGRAVE ROAD

STOKE ON TRENT

ST3 4LR

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

STOKE ON TRENT 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

Level 3 Business Administrator Apprenticeship
Functional Skills in English and/or maths if required
Training is delivered in the workplace - details will be made available at a later date

Requirements

Essential qualifications

GCSE or equivalent in:

English or Maths (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
Organisation skills
Team working
Initiative
Confidentiality
Empathy
Willing to learn
Motivated
Determination

Other requirements

- Disclosure and Barring Service (DBS) Check is essential for the role - Awareness of and an understanding of confidentiality and safeguarding required.

About this company

We currently have 15,000 patients with a clinical team of 4 GP's, 2 Pharmacists, 4 Advanced Nurse Practitioners, 6 Practice Nurses, 1 Phlebotomist, 1 Health Care Assistant and an admin team of 19. We are a teaching practice and accommodate GP registrars/medical students. The practice works closely with the Keele Research Team and participates in several local research studies during the year.

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

After this apprenticeship

Possibility of a permanent position on completion of the apprenticeship
Opportunities for career progression within the practice

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