About the role
Launch your career in East London NHS Foundation Trust! Join our team as an apprentice and gain hands‑on experience while learning valuable skills. Apprenticeships are a great way to earn while you learn, and if successful you will be in a paid job gaining valuable industry workplace experience whilst completing a nationally recognised qualification.
You will work as an Apprentice Administrator completing a Business Admin Level 3 apprenticeship in the Specialist Children and Young People Service (SCYPS). The role is part of a diverse group of professionals offering specialist care and support to children and young people in and around Newham. The post-holder will be expected to work across the various services within SCYPS, contributing to the health and wellbeing of our local communities.
Responsibilities
The responsibilities of the role are to support and engage with different parts of the organisation and interact with internal or external customers. With a focus on adding value, the business administrator contributes to the efficiency of an organisation through support of functional areas, working across teams and resolving issues as requested.
1. Produce accurate records and documents including, but not limited to, emails, letters, files, payments, reports, proposals and waiting list management.
2. Ensure that all incoming correspondence (both electronic and manual) is dealt with and responded to in an accurate and timely fashion, redirected to appropriate respondents where required, and escalated as needed.
3. Draft and send outgoing electronic and manual correspondence, including reminding patients of forthcoming appointments and other patient, carer, GP or school related communication.
4. Format reports to Microsoft Office Word and other software, as well as general word processing duties, including general correspondence, appointment letters, clinic outcome letters.
5. Receive all incoming calls to the Service and deal with them appropriately in a courteous and helpful manner.
6. Deal with a range of queries from the public and other agencies in a polite and helpful manner, whilst working in reception also by telephone and face‑to‑face encounters, seeking advice and guidance from Team Secretaries or Operational Manager.
7. Take and promptly pass on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
8. Ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
9. Manage the diary and appointments system and inform clinicians of their appointment arrivals.
10. Ensure that staff have filled in their diary and updated the appointment system.
11. Co‑ordinate and oversee room bookings and report any problems as appropriate.
12. Access patient records and update accordingly, type correspondence when required.
13. Maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
14. Maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record‑keeping policies.
15. Open, close and archive and file patient files as appropriate in line with recording keeping policies.
16. Book interpreters and translators for clients’ appointments and monitor confirmation of bookings and action as appropriate.
17. Ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.
18. Update patient information on files and on IT database systems ensuring data quality is monitored and any concerns raised.
19. Undertake general office duties including: photocopying, collating and binding of documents, filing, laminating, faxing etc as required.
20. Provide administrative support to the service for presentations including setting up of equipment, providing handouts and refreshments as appropriate.
21. Ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.
22. Receive regular one‑to‑one and team supervision from the line manager.
23. Work flexibly in order that essential priority tasks are covered and dealt with, including covering reception when required.
24. Report to the line manager any issues that are of concern relating to health and safety of the building.
25. Have excellent verbal, written and communication skills.
26. Assist in inducting new staff to reception, filing and administration systems.
27. Remain calm and sensitive in difficult and stressful situations.
28. Provide administrative support to community clinics as required.
Benefits
* Flexible working - flexibly structured, part‑time or job share options available.
* Relocation scheme – up to £10,000 for removal and associated expenses (subject to change – see trust terms and conditions).
* Nationally recognised Business Admin Level 3 apprenticeship with a formal qualification.
* Structured work‑based learning with daily support and mentoring.
* Opportunity to develop broad professional skills and progress within the NHS.
Qualifications
* Potential apprentices must be 16 years old or above (no upper age limit).
Must not have prior learning in the same subject that you wish to do an apprenticeship in.
Must have been living in the UK for the last 3 years.
If you are on a visa, you must have a valid visa that covers the length of the apprenticeship contract (read more about whether your visa is suitable here – Apprenticeship Visa Requirements).
You must be able to access public funds and not already be in full‑time education.
You must be able to work 37.5 hours a week.
#J-18808-Ljbffr