Level 3 Business Administrator Apprentice

Summary

We are looking to appoint a Business Administrator Apprentice to join our reception team in a busy GP practice. You will be the first point of contact for patients, contractors, and visitors and you will be carrying out general administrative duties within the practice.

Wage: £14,762.72 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday - Range of shifts 8 a.m. - 4 p.m. x 2 shifts per week 11 a.m. - 7 p.m. x 2 shifts per week Plus 1 day training (Mondays) Hours and days to be discussed at interview
37 hours 30 minutes a week
Possible start date: Thursday 13 March
Duration: 1 year 9 months
Positions available: 2

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

This role is ideal for someone who can provide a professional and warm welcome to our patients, ensuring every contact is of the highest quality. You will have excellent communication & IT skills, a compassionate and friendly nature and have the ability to operate in a busy environment with a range of people and professions, working closely with our clinical and administration teams.

This role is ideal for someone who is highly organised and an effective communicator. Your regular duties in this role will be dealing with telephone, face to face and electronic enquiries. You will be booking and/or amending patient appointments and home visits, contacting patients to provide information from the clinical team and assisting patients to access our services and those available in the wider community.

Job Responsibilities:

RECEPTION:

Receiving patients, consulting with members of practice team
Processing personal and telephone requests for appointments, telephone consultations and ensuring callers are directed to the appropriate healthcare professional
Register new patients, temporary residents and any requiring immediate and necessary treatment, carefully checking all details for accuracy and enter on computer registration link
Taking messages and passing on information
Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
Ensure that system is operational at the beginning of each day and switched over to night service and that the answer phone operational at the end of each day.

GENERAL ADMINISTRATION:

Opening up/locking up of practice premises and maintaining security in accordance with practice protocols
Processing and distributing incoming and outgoing mail
Scanning documents onto patient records
Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning
Ordering and monitoring of stationery and other supplies
Keeping the reception area, notice boards, leaflet etc. tidy and presentable
Cover sickness/annual leave and work reasonable overtime when required, including some weekends
Perform any other relevant and reasonable duties that may be requested by the lead
receptionist, practice manager or partners
Undertake statutory and mandatory training as required

APPOINTMENT SYSTEM MANAGEMENT:

Book/edit/cancel appointments and recalls ensuring sufficient information is recorded to retrieve medical record
Monitor effectiveness of the system and report any problems or variations required
Deal with home visit requests, carefully noting all details
Arrange transport to hospital appointments for housebound patients

WAITING ROOM PREPARATIONS:

Clearing and re-stocking of leaflets as required, ensuring notice boards are tidy and have relevant up to date information
Consulting rooms prepared in readiness for each consulting session
Waiting Rooms are checked at the end of each day and are left tidy and secure

Where you’ll work

509 ASPLEY LANE

NOTTINGHAM

NG8 5RU

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

NOTTINGHAM 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

Business Administrator Level 3 - https://www.instituteforapprenticeships.org/apprenticeship-standards/st0070-v1-0

Functional Skills Level 2
Please click on the link above for more information regarding End Point Assessment

Requirements

Essential qualifications

GCSE in:

English (grade 4)
Maths (grade 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
Organisation skills
Customer care skills
Administrative skills
Logical
Team working
Patience

About this company

Aspley Medical Centre in Nottingham is a well-established GP practice dedicated to providing high-quality healthcare services to the local community. The centre offers a range of medical services, including general consultations, chronic disease management, vaccinations, and health screenings. With a strong focus on patient care, the practice is staffed by experienced GPs, nurses, and healthcare professionals who work together to ensure accessible and comprehensive support for patients. Conveniently located in the Aspley area, the medical centre aims to promote well-being and preventative care while delivering a friendly and professional service to all.

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

After this apprenticeship

Potential opportunity for a permanent role within the company following successful completion of the apprenticeship.

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