Medical Administrator Apprenticeship
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Job Overview
This is an entry level position intended for a recent school or college leaver looking to start in the world of work.
Have you recently left school? Are you interested in starting a career in Administration? Do you want to earn money while you learn on the job and work towards a Level 6 Business and Administration SVQ?
A busy, supportive Medical Practice based in the Portobello area of Edinburgh is looking to appoint an enthusiastic, friendly and motivated Modern Apprentice in a part‑time Medical Administrator role.
This position will be 25 hours per week (5 half days rotating between morning and afternoon for a week at a time) and will be an initial 14‑month contract.
Reception Duties
* Receive and serve patients and visitors at the reception desk in a polite and courteous manner
* Answer all queries from patients at reception and over the telephone, making new and follow‑up appointments for surgeries and clinics
* Signpost patients to other healthcare providers where appropriate
* Register new and temporary patients
* Receive and accurately record messages for all surgery staff, ensuring that messages are relayed promptly
* Deal with C‑Card holders at reception ensuring that adequate supplies of contraception is maintained
* Make appointments accurately for all clinicians
Administration Duties
* Open and distribute incoming mail
* Record and inform patients of results as necessary
* Amalgamate new patient records as received from Practitioner Services
* Record patient deaths on computer, ‘deaths book’ and on the notice board
* Carry out tasks in the general jobs tray and admin column as required
* Record private income, i.e. medical attendance reports and other fees received by cheque, BACS or card payment
* Process Mail Manager in Vision clinical system
* Undertake any other delegated duties as required by the Partners, Practice Manager or Quality Lead
General Office Duties
* Assist the smooth running of all reception and administrative activities ensuring patient needs are met
* Answer the telephone promptly and politely, telephoning patients when requested
* Process requests for repeat prescriptions promptly and accurately
* Take messages for visits and advice
* Secretarial assistance with SCI Gateway referral
* Undertake photocopying duties as requested
* Manage the system of results arriving in both paper and computerised format
* Scan mail into DOCMAN and manage the workflow
* Download and manage contacts from the out of hours service
Qualifications and Skills
* Along with the duties in your role, you will undertake a Level 6 SVQ in Business and Administration and will be supported throughout.
* National 5 qualifications—particularly in English, Mathematics and Business and Administration—desirable but not essential.
* Good communication and interpersonal skills are important.
* Previous customer service experience is desirable and it is essential that you have an understanding of good customer service.
* Enthusiasm and a ‘can do’ attitude is key—you should be willing to learn and work hard.
* Ability to work well as part of a team.
* Time management is key—you will be part of a busy GP Practice team and will have to manage your time between your duties and your SVQ work.
* Ability to maintain confidentiality when working with sensitive information.
The most important thing is that you are motivated, keen to learn and good at communicating with a range of people. You need to be confident to respond to challenges and patient queries.
If you think you are the right person for this challenging and rewarding role, we would love to hear from you!
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