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Business Administrator Apprentice
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Support the Document Management Team by processing, managing, and maintaining patient records and clinical correspondence accurately and efficiently. The apprentice will develop administrative, organizational, and communication skills while completing a Business Admin Apprenticeship and working in line with NHS, GDPR, and practice policies.
What you'll do at work
- Receive, process, and manage incoming clinical correspondence.
- Scan, upload, and file patient documents onto the clinical system.
- Update electronic patient records accurately.
- Monitor document workflows so correspondence is processed within agreed timescales.
- Identify and escalate discrepancies, missing information, or urgent correspondence to a senior team member.
- Provide general administrative support to the practice and document management team.
- Maintain electronic filing systems and databases.
- Carry out data entry with a high level of accuracy and attention to detail.
- Support audits and quality checks on patient records and documentation.
- Communicate with colleagues and healthcare professionals, and respond to internal queries about document management processes.
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
BIRMINGHAM METROPOLITAN COLLEGE
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.
- Choose the most appropriate IT solution to suit the business problem.
- 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.
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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.
Training schedule
The apprentice will receive structured on-the-job training in the workplace.
- The apprentice will complete 20% off-the-job training each week, supported by an assessor visiting the workplace.
- The apprentice will work towards the Business Administrator Apprenticeship Standard through coursework, assessments, and regular progress reviews with the BMet College Assessor and their employer line manager.
Requirements
Essential qualifications
- GCSE (or equivalent) in:
- English (grade 4/C or above)
- Maths (grade 4/C or above)
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Skills
- Communication skills
- IT skills
- Attention to detail
- Administrative skills
- Team working
- Committed
Other requirements
- Previous administrative or office-based experience (including work experience, voluntary work, or school projects).
- Willingness to learn and develop new skills.
- Reliable, punctual, and professional.
- Positive attitude and strong work ethic.
- Ability to work independently and as part of a team.
- Flexible and adaptable approach to work.
- Commitment to providing excellent service.
- Interest in healthcare administration.
- Ability to identify opportunities for improving processes and efficiency.
- Confident in dealing with a range of people professionally and courteously.
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About this employer
Sutton Coldfield Group Practice is a busy and welcoming NHS GP practice serving the local community across Sutton Coldfield. As an apprentice, you will have the opportunity to gain valuable hands-on experience within a professional healthcare environment, working alongside experienced clinical, administrative, and support teams. You will develop a wide range of business and administration skills while contributing to the smooth running of the practice and supporting the delivery of high-quality patient services. This is an excellent opportunity to build confidence, develop your career, and gain valuable experience within the NHS.
[https://www.suttoncoldfieldgp.nhs.uk/](opens in new tab)
Disability Confident
A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long-term health condition. This includes non-visible disabilities and conditions.
You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.
After this apprenticeship
Your earnings can increase over time with an apprenticeship. Find out about potential future pay opens in new tab.
After successfully completing the Level 3 Business Administrator Apprenticeship, learners will have the opportunity to progress into a permanent business administration or business support role, subject to performance and business needs.
Potential career pathways include:
- Business Support Officer
- Senior Administrator
- Office Coordinator
- Project Administrator
- HR Administrator
- Finance Assistant
With further experience and development, learners can progress into roles such as:
- Office Manager
- Executive Assistant
- Project Coordinator
- Operations Manager
Learners may also choose to continue their professional development through higher-level apprenticeships, further qualifications, or specialist training in areas such as project management, HR, business analysis, finance, or operations.
Ask a question
The contact for this apprenticeship is:
BIRMINGHAM METROPOLITAN COLLEGE
BMet Recruitment Team
0121 362 1122
The reference code for this apprenticeship is VAC2000050775.
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