Apprentice Business Administrator

Summary

The overall aim of the Business Administrator will be to work collaboratively with our current reception and admin team to manage reception and to assist with other general administration, Reception, Quality and Communication. You will be enrolled on the Business Administrator Apprenticeship Level 3 with PMA Ltd.

Annual wage: £12,480 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday 9.00am - 5.30pm (1 hour for lunch unpaid).
37 hours a week
Possible start date: Friday 1 November
Duration: 1 Year 8 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

Job summary:

The overall aim of the Business Administrator will be to work collaboratively with our current reception and admin team to manage reception and to assist with other general administration.

Administration:

Follow practice protocols to ensure consistent and high quality care is provided to our patients
Carry out administrative tasks relating to patient records
Photocopying, filing, collating documents
Shredding, maintaining stationary supplies, ensuring office equipment is functional
Use of various IT systems and packages
To have a thorough knowledge of all practice procedures

Scanning:

Sort and date stamp all incoming patient-related mail
Scan patient-related documents onto their medical record using read codes as agreed by the clinical team
Ensure incoming letters are scanned onto the patient record
Scan all internal paper documents on to the relevant patients’ record and then store the documents in line with surgery procedures
Sorting incoming mail into workflow and non workflow
Identify appropriate team/person for workflow to be forwarded to
Processing incoming emails into the Practice

Reception:

Receiving patients, consulting with members of practice team
Handing completed repeat prescriptions to patient and checking names and address
Answering, screening and directing incoming calls promptly and efficiently

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.

Where you’ll work

Lordswood Healthy Living Centre

Sultan Road

Lordswood

ME5 8TJ

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

PMA LTD

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

The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
Taking responsibility for your own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

The successful apprentice will be enrolled on the Business Administrator Apprenticeship Level 3 with PMA Ltd. This will include Functional Skills in English and maths if required.

Requirements

Desirable qualifications

GCSE or equivalent in:

English (grade Grade 4/C or above)
Maths (grade 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
Attention to detail
Customer care skills

About this company

Reach Healthcare is looking to merge with Medway Medical Group to help us continue to provide high-quality, local, GP services for all our patients. The proposed merger will make sure the two practices can work better together and prepare for the future. Modern GP practices are busy and our patients have a diverse range of needs. By making better use of our staff and resources, we can improve how we support our patients now and over the coming years.

After this apprenticeship

View to offering a permanent position at the end of the apprenticeship.

Ask a question

The contact for this apprenticeship is:

PMA LTD

Annika

Annika@pma-uk.org

The reference code for this apprenticeship is VAC1000279307.

Apply now

Closes in 26 days (Friday 25 October 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