Apprentice Clinic Administrator

Summary

Newmedica are searching for an enthusiastic and empathetic person to become their new Apprentice Clinic Administrator. The successful candidate will offer admin support, ensuring records and clinical outcomes are updated correctly, as well as ensuring visitors have an exceptional patient experience.

Wage

£15,704 for your first year, then could increase depending on your age

National Minimum Wage rate for apprentices

Check minimum wage rates (opens in new tab)

Starting apprenticeship wage of £7.55 per hour.

Training course

Business administrator (level 3)

Hours

Normal working hours are 08:30 - 17:00. Working Monday to Friday, apart from the last week of each month, where you will work Wednesday to Sunday instead.

40 hours a week

Start date

Monday 5 May 2025

Duration

1 year 6 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

Newmedica aim to make specialist eye care easily accessible to everyone in the community. As our new Apprentice Clinic Administrator you will work as part of a team ensuring the smooth and efficient administration of the clinic, including ensuring appointments are booked, retrieving patient notes, recording clinical outcomes and utilising Newmedica’s electronic patient records. You must have a caring and empathetic nature, with a good understanding of confidentiality, as you will be required to handle sensitive data.

The perfect candidate would be incredibly patient focused and enjoy meeting and talking to people. The thought of eye surgery can be a daunting prospect for patients to deal with, so all our team members need to be empathetic and friendly and able to put patients at ease. Our Administrators are the backbone of our clinical services, helping ensure everything runs smoothly.

Whether it’s making reminder phone calls, liaising with GP surgeries, managing patient data and records, filing, scanning or sending correspondence, every task our Administrators carry out is key to ensuring our patients have an efficient and friendly experience.

Duties will include:

Data entry, including updating medical records/notes
Updating and filing data for clinical outcomes correctly and confidentially, including patient files, in-line with GDPR
Booking appointments, and scheduling repeat or follow-up appointments
Writing letters and reports, to GPs, opticians, and other external partners
Making secondary care referrals
Answering the telephone and making outgoing calls
Providing exceptional customer service and patient care
Taking part in learning activities to develop your career
Ensure all clinic correspondence is sent out in a timely manner
General administration and house keeping
All other associated duties as required of the role

As an Apprentice you will work from Newmedica, based within the Cromwell Primary Care Centre in Grimsby, where you will receive full training and support throughout the Apprenticeship.

Where you’ll work

Cromwell Primary Care Centre
Cromwell Road
Grimsby
DN31 2BH

Training

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

College or training organisation

TEC PARTNERSHIP

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 Apprenticeship Standard:

All delivery for this apprenticeship will take place within your place of work
A dedicated Vocational Trainer will visit on average once every 4 weeks, to establish a personal learning and development plan, outlining a schedule of training activities and business objectives
You will complete a mixture of on and off the job training, including workshops, face to face training and online sessions. You’ll also be supported by your colleagues at all times, and will have a full induction
You will have a review every 8-12 weeks with your Line Manager and Trainer to discuss your progress

Requirements

Essential qualifications

GCSE in:

English (grade 4/C or above)
Maths (grade 4/C 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
Presentation skills
Administrative skills
Number skills
Analytical skills
Logical
Team working
Creative
Initiative
Non judgemental
Patience
Empathetic and caring
Professional and approachable
Can prioritise workload
Confident communicator
Polite telephone manner
High degree of accuracy

Other requirements

Due to the nature of this role, employment will be subject to an enhanced DBS check. Your regular place of work will be Newmedica, Cromwell Primary Care Centre, Cromwell Road, Grimsby, DN31 2BH. Please check the location of work to make sure you would be able to report to the office on a daily basis.

About this company

Newmedica is one of the UK’s leading providers of NHS-funded and private ophthalmology services. With a growing network of eye clinics and surgical centres across England, we care for over 160,000 patients each year. What makes us truly unique is that we were founded by a former eye patient and a leading ophthalmology consultant, united by a vision to transform eye care and put patients at the heart of everything we do. - - We know how life-changing good eyesight can be, and we’re proud to support people in protecting or restoring their vision so they can get back to doing what they love. Whether it’s offering a warm welcome, holding someone’s hand when they’re nervous, or playing their favourite music in theatre, we go the extra mile to make every experience personal and compassionate. - - At Newmedica, you’ll be joining a team that genuinely cares – not only for its patients, but for its people too. Our clinics are led by the consultants who treat patients, creating a strong culture of teamwork, high standards, and real purpose. If you’re passionate about helping others, growing your skills, and being part of something meaningful, Newmedica is the place to start your career.

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

After this apprenticeship

The Newmedica apprentice programme provides a fantastic opportunity for apprentices to build a strong foundation of capability that could lead to a permanent job role, and possible internal progression
You will gain a great deal of knowledge from this apprenticeship, and could progress into the role of Ophthalmic Assistant, Theatre Assistant or another clinical support role

Ask a question

The contact for this apprenticeship is:

TEC PARTNERSHIP

Helena Gollings

myapprenticeship@grimsby.ac.uk

01472311222

The reference code for this apprenticeship is VAC1000314525.

Apply now

Closes in 4 days (Thursday 24 April 2025 at 11:59pm)

When you apply, you’ll be asked to sign in with a GOV.UK One Login. You can create one at the same time as applying for this apprenticeship.

Cookies on Find an apprenticeship

Contents