New Vacancy: Apprentice - Patient Services Team at Grove House Surgery

We are looking for an outgoing and enthusiastic individual to join our Patient Services Team at Grove House Surgery. This is an excellent opportunity to start a career in administration within the health care setting.

About the Role

You will learn a wide range of skills and play an integral role in the surgery. Your duties will include:

• Working with the Patient Services Team answering the telephone, liaising with staff and patients, and accessing patient medical records.
• Using our clinical IT software for patient management.
• Performing general administrative tasks such as photocopying, emails, post, filing, and writing correspondence to support doctors and other medical staff.
• Operating office equipment.
• Making and receiving telephone calls—both external and internal.
• Working effectively with others.
• Producing a variety of documents.
• Working within a strict code of confidentiality.
• Having a thorough knowledge of practice policies and procedures and working within them.
• Participating in an annual individual performance review.
• Undertaking training as required for the better performance of the job and maintaining a record of personal and professional development.
• Working well within a team, communicating, and sharing.
• Being able to be flexible to meet the needs of the surgery.

Course Contents

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

• IT Skills: Skilled in the use of multiple IT packages and systems relevant to the organization to write letters or emails, create proposals, perform financial processes, record and analyze 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.
• Documentation: Produces accurate records and documents including emails, letters, files, payments, reports, and proposals. Makes recommendations for improvements and presents solutions to management. Drafts correspondence, writes reports, and is able to review others' work. Maintains records and files, handles confidential information in compliance with the organization's procedures. Coaches others in the processes required to complete these tasks.
• Proactivity and Judgement: 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.
• Relationships and Communication: Builds and maintains positive relationships within their own team and across the organization. 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 organization, representing the organization or department.
• Task Completion and Improvement: Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themselves to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organization, 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.
• Time Management and Resource Management: 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 organization). Manages resources, e.g., equipment or facilities. Organizes meetings and events, takes minutes during meetings, and creates action logs as appropriate. Takes responsibility for logistics, e.g., travel and accommodation.
• Project Management: 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.