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Apprentice Administration Assistant
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Looking to start your career in a busy, friendly healthcare environment?
We are seeking a motivated Apprentice Administration Assistant to join our GP practice team. This is a fantastic opportunity to gain hands-on experience in a professional office setting while working towards a recognised Level 2 Apprenticeship qualification.
Main Duties:
- Provide general administrative support to the practice team
- Assist with reception and telephone administration, without responsibility for face-to-face reception
- Process new patient registrations and update patient information accurately
- Undertake routine data entry and maintain electronic records
- Assist with scanning, filing and processing incoming correspondence
- Distribute correspondence and administrative information to the appropriate member of staff
- Assist with routine referral and document administration
- Provide basic secretarial support, including typing letters and documents as required
- Use practice computer systems and Microsoft Office applications as required
- Maintain spreadsheets, lists and other administrative records
- Assist with routine searches, recalls and practice administrative work
- Monitor allocated administrative tasks and ensure they are completed within agreed timescales
- Help maintain organised and efficient administrative systems
- Communicate appropriately with colleagues
- Follow practice procedures relating to confidentiality, data protection and information governance
- Report any problems, errors or concerns to an appropriate member of staff
- Undertake other routine administrative duties appropriate to the role and level of training
Apprenticeships:
Include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
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MILTON KEYNES COLLEGE
Training course
Administration assistant (level 2)
What you'll learn
- Receive, retrieve, process, record and store information and data.
- Operate within organisational policies, standards and procedures and relevant legislation respecting confidentiality; adapting to operational changes as they occur.
- Use software packages and tools for example AI or automation to input and process data and information, to contribute to routine administration tasks in line with organisational policies and procedures.
- Handle and communicate information in line with organisational policies, procedures and security requirements.
- Recognise and rectify issues and escalate as required. For example stakeholder documents and reports, safeguarding concerns or abusive behaviour.
- Plan and review administration tasks allocated by supervisor.
- Maintain professional relationships with stakeholders.
- Monitor and report on the use of resources such as materials, equipment and supplies.
- Use agreed organisational systems and protocols to manage calendars, diaries and booking systems.
- Source information as requested by stakeholders, ensuring they are shareable. As examples client records, signpost to services or reports.
- Use continuing professional development including self-reflection to support current and future training and development needs.
- Use communication tools to respond to stakeholders using professional language and organisational etiquette.
- Operate within agreed health and safety standards.
- Use time management tools to meet deadlines.
- Handle feedback following expected professional etiquette.
- Maintain wellbeing, accessing organisational support mechanisms if required.
- Review and check own work.
- Use cloud services to share documents for use and or collaboration.
- Protect against security threats for example, strong passwords, two step verification, office tailgating and display of security passes or clothing that identifies secure workplaces.
- Seek clarification and help, when required, to complete assigned tasks within agreed timeframes.
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Training schedule
Administration Assistant Level 2.
Training with Milton Keynes College. Ongoing training, support and development with the employer.
Essential qualifications
- GCSE in:
- Maths (grade 3-9)
- English (grade 3-9)
Desirable qualifications
- GCSE in:
- English (grade 4-9)
- Maths (grade 4-9)
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Other requirements
The post holder will be expected to undertake a standard DBS check prior to commencing employment and work within their level of training and competence, seeking guidance when required. As part of their apprenticeship, the successful candidate will complete off the job training - dedicated learning that takes place during paid working hours and focuses on developing the skills and knowledge needed for the role. This includes structured activities such as workshops, online learning, shadowing, and practical training, ensuring they gain the full competence required to excel in the position while contributing effectively to the organisation.
Please note: All qualifications and grades declared on this application will be verified. Applicants will be required to provide evidence of their qualifications (e.g. certificates). We reserve the right to close this advertisement early if we receive a high volume of suitable applications. We advise you to submit your applications early to prevent disappointment.
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