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Data Administrator Apprentice
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Exciting Opportunity in a Medical Practice
Job Overview
An excellent opportunity to work in a Medical Practice. To be responsible for undertaking a wide range of administrative duties and the provision of administrative support to the multidisciplinary team.
Duties
Duties can include but are not limited to:
- Supporting the administration, secretarial and receptionist teams with booking appointments, processing of information (electronic and hard copy) in a timely manner and in accordance with current policies
- Support staff with the distribution of information, messages and enquiries for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers
Core Administrative Duties
- To deal with daily post in and post out
- Make trips to the post office and Bank
- Prepare Carer’s passports
- Arrange patient’s on-line access
- Be familiar with and proficient in communicating by e-mail
- Monitor and action emails received on the generic email
- Be proficient in the use of the photocopier, franking machine and other office equipment
- Monitor invoices and prepare for payment. Send remittance advice after payments have been made
- Monitor invoices folder and check if payments have been received
- Update petty cash spreadsheet weekly for end of month submission
- Obtain pathology and other test results when requested by a doctor or nurse
- Scanning clinical letters, attaching to patients notes on computer, logging any diagnosis and distributing them to the appropriate doctor
- Answer the phone and take down messages from external and internal calls and deal as appropriate
- Prepare PPA for monthly submission
- Logging cheques on the computer, filling the pay in slip and prepare for banking
- Chasing patients’ hospital appointments and clinic letters
- Inviting patients to planned clinics
- Undertake other duties when staff on leave
- Provide support to the Management team and Practice Manager
Role of Conduct
- Maintain patient confidentiality at all times
- Maintain professional behaviour
- Adhere to all Practice Protocols and Staff Handbook
- Polite and respectful
Essential Training
- Basic Life Support training provided by the GP Surgery
- All mandatory training
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Education / Professional Development
- Participate with in-house staff annual appraisals
- Participate in any mandatory or additional training
- Participate in Practice Development Plan
- Attend Practice Staff Meetings and contribute to Practice Development
Personnel
- To act at all times in the best interest of the surgery, staff and patients
- To adhere to the Health and Safety at Work Act 1974
- To participate in DBS checks (Disclosure Barring Service)
Apprenticeship Details
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
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.
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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.
Apprentice Requirements
Apprentices will be required to attend college at least x1 day per week either at Uxbridge, Harrow or Hayes Campus completing necessary mandatory training and units associated with the apprenticeship.
The apprentice will be required to complete:
- Work towards gaining a full Qualification
- Employment Rights and Responsibilities
- Skills, Knowledge, and Behaviours
- Standard and End Point Assessment
- Functional Skills in English, Maths, and ICT (if required)
Other training will be provided by the employer as required to enable the fulfilment of the job role.
Benefits
Your earnings can increase over time with an apprenticeship.
Upon successful completion of the apprenticeship could lead to being offered a permanent position at the practice.
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