Apprentice Administration Assistant

Summary

An exciting opportunity to join Birchwood Medical Practice in North Walsham as an Apprentice Admin Assistant. The successful applicant will undertake a wide variety of administrative duties to assist in the smooth running of the surgery and prepare them for future employment.

Annual wage: £15,697.50 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday to Friday – 37.5 hours per week.
37 hours 30 minutes a week
Possible start date: Monday 3 March
Duration: 1 year 6 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

The successful applicant will be required to work as a key member of our staff on a variety of administrative tasks. The role will require the ability to work in a team but also to be disciplined and motivated whilst working on your own after appropriate training. The role will allow you to gain experience in all administration (non-managerial) of a surgery. Duties will include:

To provide general administrative support for the Practice, including the following:

Support the Secretarial team with administrative tasks
Scanning incoming mail, circulating as appropriate and adding information to patient records
Maintaining the filing and administrative systems
Producing patient letters
Support the rest of the administration team

To provide a courteous and efficient reception service to patients, carers and visitors within the practice ensuring:

Patients access the primary care services they require in a timely fashion
Visitors sign in and out and the member of staff they are seeing are advised of their arrival.
Queries are answered or passed to an appropriate member of staff in a timely fashion

To provide general assistance and administration to the practice clinical and leadership teams, including:

Accurately updating patient records using System-One
Taking action as requested by doctors and the nursing team
Phoning patients to arrange/rearrange appointments and/or confirm test results
Supporting the provision of a seamless co-ordinated multidisciplinary service through good communication

And any other tasks/duties as requested by the Partners, Manager Team or Reception Supervisor.

Where you’ll work

BIRCHWOOD SURGERY

PARK LANE

NORTH WALSHAM

NORFOLK

NR28 0BQ

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

POULTEC 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

Training schedule has yet to be agreed. Details will be made available at a later date.

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
Attention to detail
Organisation skills
Customer care skills
Administrative skills
Team working
Motivated
Approachable

About this company

Our team – led by five doctors and encompassing nursing, physiotherapy, pharmacy, dispensing, administrative, secretarial, reception and managerial staff – aims to provide efficient, effective and sympathetic healthcare to over 11500 registered patients.

https://birchwoodsurgery.nhs.uk/ (opens in new tab)

After this apprenticeship

Potential employment on completion of apprenticeship.

Ask a question

The contact for this apprenticeship is: