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Summary

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. Duties may be varied from time to time under the direction of the Administration Manager/General Manager, dependent on current and evolving Practice workload and staffing levels.

Wage

£11,778 a year

Minimum wage rates (opens in new tab)

Increment at 6 months to £12,636.

Training course

Business administrator (level 3)

Hours

30 hour a week contract over 4 days, included in one of these days will be a 6.30pm finish. Core hours are 08.00-17.00 with one 18.30 finish.

30 hours a week

Possible start date

Monday 28 April

Duration

1 year 2 months

Positions available

1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you’ll do at work

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
Receive, assist, and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient, and effective way
Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team
Facilitate effective communication between patients, members the primary health care team, secondary care, and other associated healthcare agencies
Duties and responsibilities:

The duties and responsibilities to be undertaken by members of the Practice receptionist/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 Office Manager/General Manager, dependent on current and evolving Practice workload and staffing levels
Administration:

Processing and distributing incoming (and outgoing) mail, to include opening of post and scanning and attaching to the clinical system
Conduct basic clinical coding duties as directed by manager
Provide administrative support to members of the primary health care team for specific office tasks, all individually allocated and ensuring appropriate Practice records are kept up to date
Assist in reception duties where applicable
Reception:
Receiving patients and consulting with members of Practice team
Handing completed repeat prescriptions to patient and checking patient ID
Be able to cover all reception positions as necessary
Management of appointment system
Ensure total familiarity with all appointment systems including regular and incidental variations
Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record
Monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients
Monitor effectiveness of the system and report any problems or variations to the Reception Supervisor
Process appointment requests for today future appointments from patients by telephone and in person
Deal with visit requests
The wage will be reviewed at 6 months, dependent on the progression of the learner
This is not a comprehensive definition of the post. Postholders will be expected to undertake any work that comes within the remit of the post’s purpose. The job description will be kept under review and may be changed according to Practice requirements
Discussions on any major changes will be held with the postholder

Where you’ll work

LUPSET HEALTH CENTRE
GEORGE A GREEN COURT
WAKEFIELD
WEST YORKSHIRE
WF2 8FE

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

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

Level 3 Business Administrator apprenticeship standard, which includes:

Level 2 Functional Skills in maths and English (if required)
End-Point Assessment (EPA)

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

Requirements

Essential qualifications

GCSE or equivalent in:

English (grade C/4)
IT (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
IT skills
Attention to detail
Organisation skills
Customer care skills
Problem solving skills
Administrative skills
Number skills
Team working
Initiative
Non judgemental
Patience

Other requirements

This wage is above NMW for apprentices. Ensure you can travel on a daily basis to the place of work. Flexibility is expected in working hours to ensure there is always cover in the practice.

About this company

Lupset Health Centre was completed in December 1999. Approximately 14,000 patients are registered at the practice. The previous premises were on Aysgarth Drive in Lupset. The practice has been in existence since the 1930s. The practice covers some parts of Ossett, Horbury, Lupset, parts of the city centre, Sandal and Wrenthorpe. The practice covers some parts of Ossett, Horbury, Lupset, parts of the city centre, Sandal and Wrenthorpe.

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

After this apprenticeship

Great prospects for progression to a full-time position for the right candidate.

The wage starts at NMW for apprentices and will be reviewed on a regular basis, dependent on the progression of the learner.

Ask a question

The contact for this apprenticeship is:

C.M.S. VOCATIONAL TRAINING LIMITED

Mandy Hodson

mandy@cmsvoc.co.uk

01924614523

The reference code for this apprenticeship is VAC1000310183.

Apply now

Closes in 18 days (Monday 7 April at 11:59pm)

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