Apprentice Medical Administrator

About the Role

This is an exciting opportunity to train as a Level 2 Administration assistant where you will undertake a wide range of reception duties and support the provision of general support to the multidisciplinary team.

Job Duties

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

Duties can include, but are not limited to:

• Greeting, and directing patients.
• Taking telephone enquiries.
• Effective use of the appointment system, booking appointments, the processing of information and assisting patients as required.
• Act as the central point of contact for patients.
• Distribution of information, messages and enquiries for the clinical team.
• Patient registration.
• Processing of information (electronic and hard copy) in a timely manner and in accordance with current policies.

Course Contents

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

• 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.