Apprentice Administration Assistant

Summary

To provide administrative support to a team of administrators and clinic coordinators who support clinicians through the booking of clinics and investigatory procedures. We support NHS trusts and private hospitals with neurophysiology, intraoperative monitoring and ultrasound diagnostics.

Annual wage

£13,650 a year

Minimum wage rates (opens in new tab)

£7.00 p/h minimum dependent upon age and experience.

Training course

Business administrator (level 3)

Hours

Monday - Friday, 9.00am - 5.00pm, 30-minutes unpaid lunch.

37 hours a week

Possible start date

Friday 1 November

Duration

1 Year 4 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

This is an exciting opportunity to join a supportive and growing team. The job will be interesting and varied. You will be able to experience many different aspects of administration relating to patient referrals, the booking of patients, patient reports, liaising with GPs, clinicians and hospitals.

Main Duties and Responsibilities:

To support the admin team to:

Maintain internal databases, for example, SharePoint, Clinic Office, Outlook and Excel
Liaise with hospitals, GP Surgeries, patients, clinicians and healthcare staff to book clinics and investigatory procedures
Accurately record all calendar bookings and data input for all referrals, appointments, reports and follow up
Accurate and timely issuing of all appointment letters and reminders
Send out patient experience follow-up surveys
Maintain organisational systems and processes to ensure efficient control and storage of all information and records
Undertake a range of record-keeping and monitoring tasks, complying with GDPR, patient confidentiality and organisational requirements
Manage/answer any incoming and outgoing telephone calls and emails to ensure that they are redirected and/or logged appropriately and in accordance with guidelines
Undertake appropriate training and development activities to meet the requirements of the post
Comply with organisational policies and procedures at all times.
Work in a flexible way in order to support colleagues to ensure an effective service is given
Book hotel accommodation and Health Care Assistants where required
Liaise with clinicians, consultants, sonographers to book in clinics and diagnostics
To liaise with various premises to book rooms for clinics
To undertake any other reasonable duties in line with the general responsibility of the post

Where you’ll work

UNIT 31 GREENLANDS BUSINESS

GREENLANDS BUSINESS CENTRE

STUDLEY ROAD

WORCHESTERSHIRE

B98 7HP

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

HEREFORDSHIRE AND WORCESTERSHIRE GROUP TRAINING ASSOCIATION 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

Formal training is delivered at HWGTA, located in Worcester WR4 9GN
You will receive a training plan that is specific to your qualification, with sessions that are delivered through a combination of face-to-face and remote
Additional training for functional skills in English and maths will be undertaken if needed
You will receive monthly visits from your assigned Learning and Development Specialist, who will set you work, monitor your development and wellbeing, and discuss training sessions
They will also prepare you for your End Point Assessment to gain your Business Administration Level 3 qualification
There is also a five-day teambuilding residential trip that is held in spring of each year

Requirements

Essential qualifications

GCSE or equivalent in:

English (grade 4)
Mathematics (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
Attention to detail
Organisation skills
Customer care skills
Problem solving skills
Administrative skills
Team working
Patience
Interest in Healthcare
work on own initiative

Other requirements

Applicant will need to be able to travel to our Redditch Offices where you will be based, as well as able attend off the job training with the Training Provider in Worcester. The ability to drive and own transport would be an advantage. This position may close early if suitable applicant is found.

About this company

MediServices Healthcare is an innovative healthcare solutions provider. We are an award-winning business with rapid growth. Our Head Office is in Redditch, Worcestershire where our administration team manage the clinic and patient coordination for ultrasound clinics within the community, neurophysiology diagnostics (clinics and in-patient) and intra operative monitoring in surgery across the UK.

https://mediservices.healthcare/ (opens in new tab)

After this apprenticeship

The successful apprentice would be considered for a permanent position within the company upon successful completion of their qualification and apprenticeship

Ask a question

The contact for this apprenticeship is:

HEREFORDSHIRE AND WORCESTERSHIRE GROUP TRAINING ASSOCIATION LIMITED

Emily Jackson

emily.jackson@hwgta.org

01905 330732

The reference code for this apprenticeship is VAC1000280186.

Apply now

Closes in 26 days (Thursday 31 October at 11:59pm)

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