APPRENTICE MEDICAL SECRETARY

Summary

Join other health care professionals delivering vital services to patients. You will need to demonstrate a positive and professional attitude by delivering efficient secretarial and admin support to patients, clinical and management staff and visitors. The role includes a variety of administration support including some non NHS work.

Annual wage

£16,575 a year

Minimum wage rates (opens in new tab)

Pay reviews considered on consistent achievement and performance.

Training course

Business administrator (level 3)

Hours

Mon: 9am - 5pm Tues: 9am - 5pm Wed: 9am – 5pm Study session Thur: 9am – 5pm Fri: 9am – 5pm 30 minute unpaid lunch break each day

37 hours 30 minutes a week

Possible start date

Friday 7 February

Duration

2 years

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

To develop an efficient audio, copy typing and word processing service for GPs and health professionals as required.

To learn to Readcode patient condition in emis via the docman workflow folder.

To assist the practice manager & team leaders with all clerical and administrative duties.

Make appointments, bookings and admissions as required.

Liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.

Inform patients of their test results.

Establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.

To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.

To maintain the computer clinic system in an accurate and secure manner and assist with the gathering of statistics and information when required.

Provide cover for members of the secretarial team during periods of sickness and annual leave.

Take the the evening post.

Manage all aspects of paperwork administration for the surgery and patients.

Mantain absolute conficentiality at all times.

Where you’ll work

THE SURGERY

HAMSTREET

ASHFORD

KENT

TN26 2NJ

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

KENT COUNTY COUNCIL

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

On the job training with the employer whilst working towards the Apprenticeship Standard.
Regular work-based assessments/observations carried out by Kent Training & Apprenticeships Tutor Assessor, to determine competency and meet with Awarding Body standards.

Requirements

Essential qualifications

GCSE in:

English (grade 4 or above)
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
Attention to detail
Organisation skills
Customer care skills
Problem solving skills
Administrative skills
Analytical skills
Logical
Team working
Initiative
Non judgemental
Patience

Other requirements

Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

About this company

Just outside the Ashford area, this GP surgery is a busy teaching practice providing medical services to approximately 7800 patients and operates from renovated premises with an onsite dispensary. We use Emis Web clinical system, have a CQC rating of Good, and achieve high QOF points. We are part of Ashford Rural PCN group and have a close working relationship with Ivy Court, Charing and Woodchurch surgeries. Applicants should consider their transport options, as the position is based in a rural location

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

After this apprenticeship

Potential for full time employment for the right candidate.

There are opportunities to progress to higher level qualifications.

Many employers retain apprentices in full/part time positions.

The qualifications you gain can also help you to get into higher education or other employment.

Being an apprentice gives you the opportunity to gain a recognised qualification and developing professional skills whilst earning a salary, inside some of Kent’s best companies.

Once the Apprenticeship has been achieved you will have the skills, abilities, and experience to update and enhance your CV, to make it attractive to potential employers.

Ask a question

The contact for this apprenticeship is:

KENT COUNTY COUNCIL

Kent Training and Apprenticeships Business Support Team

KT&A@kent.gov.uk

08007314297

The reference code for this apprenticeship is VAC1000292509.

Apply now

Closes on Thursday 30 January

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After signing in, you’ll apply for this apprenticeship on the company's website.

Company’s application instructions

This employer has requested all applicants to apply through Kent Training and Apprenticeships online application system. Therefore, to apply for this position, please click on the link below and follow the online instructions.

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