The purpose of this apprenticeship role is to provide administrative support to the practice team while developing a wide range of business and office skills within a busy GP practice environment.
The post-holder will learn and assist with general administration, patient records management, reception support, and data processing. This role will contribute to the efficient running of the surgery and ensure a professional and welcoming service for all patients.
Training will be provided both on the job and through an approved apprenticeship provider, leading to a nationally recognised qualification in Business Administration.
As part of the apprenticeship, 20% of the working week will be protected time for college work, study, and off-the-job learning, in accordance with the apprenticeship programme requirements.
Main duties of the job
Duties and Responsibilities:
The duties and responsibilities to be undertaken by the Business Administration Apprentice may include, but are not limited to:
* Opening up/locking-up of practice premises and maintaining security in accordance with practice protocols
* Maintaining and monitoring the practice appointments system
* Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
* Taking messages and passing on information
* Filing and retrieving paperwork
* Processing repeat prescriptions in accordance with practice guidelines
* Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
* Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
* Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
* Ordering, re-ordering and monitoring of stationery and other supplies
* Provision of refreshments for staff and visitors as required; washing up and keeping the kitchen area clean and tidy
* Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
About us
Combe Down Surgery is a friendly, patient-centred GP practice serving our local community in Bath. We pride ourselves on providing high-quality, compassionate care and maintaining a supportive team environment where everyone plays an important role in improving patient experience.
Job responsibilities
JOB DESCRIPTION
JOB TITLE: Business Administration Apprentice
REPORTS TO: CARE NAVIGATION MANAGER/ADMIN TEAM MANAGER
Job Summary:
The purpose of this apprenticeship role is to provide administrative support to the practice team while developing a wide range of business and office skills within a busy GP practice environment.
The post-holder will learn and assist with general administration, patient records management, reception support, and data processing. This role will contribute to the efficient running of the surgery and ensure a professional and welcoming service for all patients.
Training will be provided both on the job and through an approved apprenticeship provider, leading to a nationally recognised qualification in Business Administration.
As part of the apprenticeship, 20% of the working week will be protected time for college work, study, and off-the-job learning, in accordance with the apprenticeship programme requirements.
Duties and Responsibilities:
The duties and responsibilities to be undertaken by the Business Administration Apprentice may include, but are not limited to:
General Administrative Support
* Provide clerical and administrative assistance to the wider practice team.
* Carry out photocopying, filing, scanning, shredding, and data entry tasks as directed.
* Support with the organisation and distribution of correspondence and internal documents.
* Assist with stock management of office and stationery supplies.
Patient and Records Administration
* Learn to process patient registrations, deductions, and demographic updates on SystmOne.
* Support the summarising and coding of patient information under supervision.
* File and retrieve Lloyd George paper records and assist with document archiving.
* Help process online access and proxy access requests.
Reception and Front-Office Support
* Assist in greeting and directing patients courteously, both in person and via telephone.
* Support the management of appointments and messages where appropriate.
* Ensure the reception and office areas are tidy, organised, and professional.
Team Support
* Work collaboratively with colleagues across admin, care navigation, and clinical teams.
* Attend staff meetings, training sessions, and one-to-one supervision as required.
* Undertake any additional tasks in line with the level and scope of the apprenticeship.
Training and Development
* Undertake training towards a Level 3 Business Administrator Apprenticeship (or equivalent).
* Complete coursework, assessments, and portfolio evidence as required.
* Participate in in-house training on topics such as confidentiality, data protection, and SystmOne.
* Receive ongoing supervision and support to ensure progression in skills and confidence.
Confidentiality:
* In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
* In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
* Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:
* Using personal security systems within the workplace according to practice guidelines
* Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
* Making effective use of training to update knowledge and skills
* Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
* Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
* Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
* Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
* Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
* Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post-holder will strive to maintain quality within the practice, and will:
* Alert other team members to issues of quality and risk
* Assess own performance and take accountability for own actions, either directly or under supervision
* Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
* Work effectively with individuals in other agencies to meet patients needs
* Effectively manage own time, workload and resources.
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
* Communicate effectively with other team members
* Communicate effective with patients and carers
* Recognize peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services:
The post-holder will:
* Apply practice policies, standards and guidance
* Discuss with other members of the team how the policies, standards and guidelines will affect own work
* Participate in audit where appropriate
Infection Prevention & Control
Follow practice guidelines and requirements pertaining to Infection control and Clinical Waste, in accordance with the Requirements of the Health & Social Services Act 2008 and statutory duties specified by the Environment Agency.
Person Specification
Good written and verbal communication skills
Experience in an office or customer service environment
Confident using IT and willing to learn new systems
Positive, professional attitude
Familiarity with Microsoft Office or SystmOne
Willingness to learn and follow instructions
Awareness of confidentiality and data protection
Reliable, punctual, and organised
Interest in a career within Primary Care or the NHS
Person Specification
Qualifications
* - Good communication and interpersonal skills
* - Basic IT skills, including use of Microsoft Office
* - Ability to work as part of a team
* - Good organisational skills
* - Willingness to learn and undertake training
* - Professional and friendly manner
* - Ability to maintain confidentiality
* - Commitment to complete the Business Administration apprenticeship programme, including Functional Skills if required
* - Previous experience in a customer service or reception role
* - Previous administration experience
* - Experience using computers and email systems
* - Understanding of confidentiality in a healthcare setting
* - Interest in working within primary care or the NHS
* - GCSE grade 4/C or above in English and Maths (if already achieved)
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
#J-18808-Ljbffr