Administrator/ Reception Apprentice

Summary

The purpose of the role is to offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. Assist and direct patients in accessing the appropriate service or healthcare professional, whilst undertaking a variety of administrative duties.

Annual wage: £12,480 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday to Friday - shifts between the hours of 8.00am and 6.30pm - total of 8 hours per day, with half hour lunch break. Total hours per week: 37.5 hours a week.
37 hours 30 minutes a week
Possible start date: Monday 24 February
Duration: 1 year 2 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

Duties and Responsibilities:

The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Senior Receptionist/Practice Manager, dependent on current and evolving practice workload and staffing levels:

Maintaining and monitoring the practice appointments system
Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
Processing and distributing incoming (and outgoing) mail
Taking messages and passing on information
Filing and retrieving paperwork
Processing repeat prescriptions in accordance with practice guidelines
Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
Clearing and restock consulting rooms as required
Providing clerical assistance to practice and trust staff as required from time to time, including word/data processing, filing, photocopying and scanning
Ordering, re-ordering and monitoring of stationery and other supplies
Dealing with clinical waste
Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy
Keeping the reception area, noticeboards and leaflet dispensers tidy and free from obstructions and clutter
Confidentiality/health & safety/equality and diversity/personal/professional
Development/quality/communication/contribution to the implementation of services, will all be covered throughout your training and through the apprenticeship training received by the training provider

This list is not exhaustive, and you will be expected to perform different tasks as necessitated by the business which are relevant to your role within the company to meet the overall business needs. The role will evolve as time and duties progress.

Where you’ll work

THE WHITE WINGS CENTRE

SPA POOL ROAD

ASKERN

DONCASTER

DN6 0HZ

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

C.M.S. VOCATIONAL TRAINING 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

As a Business Administration Apprentice, you will complete the following qualifications as part of your Apprenticeship:

Level 3 Business Administrator Standard Apprenticeship
Level 2 Functional Skills maths and English if not already achieved

You will also develop the skills, knowledge and behaviours required to work within an office environment

This apprenticeship is delivered in the workplace and 20% of your
working time will be dedicated towards training and learning new skills.

You will be allocated a tutor who will provide you with personal support and assessment at pre-arranged times.

Assessment is through a variety of methods including observations in the workplace, witness testimonies, product evidence and professional discussions.

All evidence will be logged to your electronic portfolio.
What is the expected career progression after this apprenticeship.

Requirements

Essential qualifications

GCSE or equivalent in:

English (grade C/4)
Maths (grade C/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
Attention to detail
Organisation skills
Customer care skills
Logical
Team working
Initiative
Non judgemental
Patience
Good attendance record
Self Motivated
Can Do Attitude
Caring

Other requirements

The group has other surgeries which are based at the below sites, if the candidate does drive there may be travel involved: Conisbrough Medical Practice Mexborough Medical Practice Denaby Medical Practice Askern Medical Practice

About this company

Our practice has been in existence as we understand since 1916. It has served this ex-mining community through the first world war till current, looking after generations of local families. We are a national multi – award winning practice with 7 awards to our credit over the last 16 years. We are a 7 doctor practice working across our sites, all of whom have global expertise. They are multi-lingual and have worked at this practice for many years. We are proud to provide specialised services for our patients in all our practice sites given the significant expertise of our GP and nursing colleagues on a variety of conditions. The practice prides itself on having high standards and is proud to teach innovative care delivery models across to Australia, India, Kazakhstan, Slovenia, UAE, republic of Ireland and the USA. Our practice is accredited by the royal college of GPs as veterans friendly and has won the Bronze award from the Ministry of Defence. Our practice is also dementia friendly and supports patients with physical and mental Disabilities through our trained staff. Our practice is open late evenings and weekends to support working people and carers.

https://www.askernmedicalpractice.nhs.uk/ (opens in new tab)

After this apprenticeship

Progression upon successful completion of the apprenticeship to a permanent position for the right candidate.

Ask a question

The contact for this apprenticeship is:

C.M.S. VOCATIONAL TRAINING LIMITED

Mandy Hodson

mandy@cmsvoc.co.uk

01924 614523

The reference code for this apprenticeship is VAC1000296033.

Apply now

Closes in 19 days (Monday 3 February at 11:59pm)

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