Admin Assistant/Reception - Apprenticeship Opportunity
The closing date is 11 May 2026.
Provide a comprehensive administration and clerical support service to an identified pathway within the Care Group, including organisation of clerical workload, management of medical records and related documents, and receptionist duties.
Deal with queries from patients, relatives, and carers; input and update data related to the service; and work with clinicians and partners for service delivery.
If you don't already have a Level 2 qualification or equivalent experience, this post offers an opportunity to complete a Level 2 apprenticeship relevant to your role.
As an apprentice you will receive regular training with a college or training organization, with about 20% of your working hours spent on training or study, leading to a nationally recognised qualification.
Main duties of the job
* Provide a confidential, quality administrative service to an identified pathway within the Care Group.
* Display and maintain high levels of customer service at all times, ensuring all service users have a positive experience at their point of contact.
* Answer telephone calls as per agreed protocols.
* Communicate effectively, accurately and professionally, applying discretion and empathy where necessary, through written, telephone and face‑to‑face contact with patients, visitors, other Trust staff and external agencies.
* Create and maintain up‑to‑date computerised patient records and recall systems on SystmOne.
* Update new referrals onto SystmOne; maintain current referrals and terminate where advised.
* Provide an efficient and timely photocopying and scanning service to the team.
* Maintain, scan and file paper records and information as appropriate, in line with records management principles.
* Assist in the production of high‑quality documentation, using Microsoft Word and SystmOne, including confidential letters.
* Liaise between clients, professional staff and other multi‑agency partners as required.
* Deal with telephone enquiries in a courteous and efficient manner, recording messages as per agreed systems and escalating as per protocols.
Person Specification
Qualifications
* Demonstrable literacy and numeracy skills to functional skills level 1 or equivalent.
* NVQ Level 2 in a related subject or equivalent, or willingness to undertake a relevant Level 2 Apprenticeship.
* GCSE Grade C or above, or Functional skills level 2 or equivalent, in English and Maths.
Experience
* IT skills in Microsoft Office Packages or equivalent experience.
Knowledge
* Understanding of the importance of maintaining confidentiality.
Skills/Abilities
* Good interpersonal skills.
* Ability to communicate effectively both verbally and in writing.
* Awareness and understanding of the requirement for discretion and confidentiality.
* Ability to relay correct messages both verbally and in writing.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a submission for Disclosure to the Disclosure and Barring Service to check for any previous criminal convictions.
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