Business Administration Apprentice

A great opportunity for a hardworking and resilient apprentice to work within a busy medical centre. To provide general secretarial support to the Practice Manager, Doctors and Health Professionals involving word processing and audio typing skills with general clerical work, whilst working towards a recognised business administration qualification.

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

What you'll do at work

• To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner
• To assist the Practice Manager with all clerical and administrative duties, including processing of Pathology results requiring attention
• To make appointments, bookings and admissions as required via systems in place
• To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure
• To assist the completion of medical/insurance records
• File patient records and correspondence in patient medical records
• To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries
• To maintain the computer clinic system in an accurate and secure manner
• To assist with the gathering of statistics and information when required
• To provide cover for members of the reception & secretarial team during periods of sickness and annual leave
• In liaison with the Practice Manager & Finance Manager, maintain adequate supplies of office stationery in order to perform your secretarial duties
• To receive and dispatch mail and maintain a pending system
• Any administrative tasks when required
• This list is not exhaustive, and you will be expected to perform different tasks as necessitated by the business which are relevant to your role within the company to meet the overall business needs. The role will evolve as time and duties progress.
• Confidentiality/ Health & Safety/ Equality and Diversity / Personal/Professional Development/ Quality/ Communication / Contribution to the Implementation of Services, will all be covered throughout your training and through the apprenticeship training received by the training provider.

Where you'll work

RIVERSIDE MEDICAL CENTRE
SAVILE ROAD
CASTLEFORD
W YORKSHIRE
WF10 1PH

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

Training provider

C.M.S. VOCATIONAL TRAINING LIMITED

Training course

Business administrator (level 3)

Understanding apprenticeship levels (opens in new tab)

What you'll learn

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.