Job Description

• To provide support to the administration team / Management Team including tasks such as:

Placing job adverts

Arranging shortlisting

Arranging interviews

• Requesting references

Ensuring that HR files contain all pertinent information

Monitoring of mandatory training and appraisals

DBS checks

Clinical registrations

• Document retention schedule

Preparation of induction packs

Logins to all necessary systems

Arranging exit details

Removal from all systems

Arranging training including TARGET

Holiday requests

Patient surveys for GPs

Recall letters and assistance with recall plan

Stock ordering

Complaints acknowledgement letters and updating of spreadsheet

DNA letters

Preparing work for QOF/QIS champions to complete

Maximizing MJOG (messaging service)

• Scan and file correspondence
• Shred confidential correspondence in accordance with practice protocol
• Use clinical system to identify patients requiring annual checks, and send invitations
• Answer telephone calls and either deal with the query or pass on to the appropriate person
• Initiate calls to resolve outstanding actions

Job Responsibilities Reception:

• To provide patients with an efficient and effective telephone-based reception service which includes:

• Making patient appointments (same day, routine, and cancellations)
• Allocation of triage appointments
• Giving routine test results
• Taking home visit requests
• Passing emergency calls i.e. chest pain/stroke to duty doctor
• General enquiries
• Resolving issues
• Complaint management and resolution
• Prescription queries
• Appointment and clinic changes

• To complete all associated administration in an accurate and timely manner
• To provide outstanding customer care always, both internally and externally
• To have a thorough knowledge of all Practice procedures.
• To work in accordance with written protocols.

Business Administration Level 3 Apprenticeship

You will have on the job training within the organization and have an assigned Assessor who will provide you with additional training sessions and assessments to gain the Business Administrator Qualification. You will have a portfolio to work through and gather evidence during your role as a Business Administrator at the City View Medical Practice.

Business Level 3 includes the following modules;

• Principles of business administration
• Personal and professional development
• Managing performance
• Your organization
• Communication in a business environment
• Project management
• ICT for business

You will be able to pick from the following units:

• Providing services in an administrative environment
• Legal administration
• Medical administration
• Social media for business
• Marketing and sales
• Human resources environment
• Providing administration in the educational environment

Apprenticeship Delivery

This apprenticeship is delivered in the workplace. The apprentice gains the knowledge, skills, and experience for providing customer service including face-to-face, telephone, digital and written communications.

The apprenticeship training is tailored to the needs of the individual employer and is delivered by highly qualified and technically competent Assessor Trainers. The programme is a blended combination of on the job learning plus off the job, e-learning content, and professional discussions.

Additional training may be included such as short courses in speaking and listening skills or giving presentations as appropriate.

If the candidate has not achieved a GSCE Grade C or Level 4 in English and Math, then they will also be required to pass: -

• Functional Skills Math Level 1/2
• Functional Skills Math Level 1/2

This qualification is assessed at the end point and is broken down into apprentice showcase, professional discussion, and observation.

Duration of the Apprenticeships

18 months + 3 months = 21 months, this could take longer dependent on the learn and the End Point Assessment date. The training provider will endeavor to plan for the apprentice to complete the apprenticeship within this timeframe.

Working Week

37 hours per week Monday to Thursday 9am – 5pm and Friday 9am – 4.30pm.

Annual Leave

35 days including bank holidays.

Reality Check

This is a very busy environment where you will need to deal with people who are ill, worried, and sometimes upset and confused. You always need to be able to remain calm and behave in a professional manner.

Schedule:

• Monday to Friday

Education:

• GCSE or equivalent (Preferred)

Work remotely:

• No

Required Knowledge, Skills, and Abilities

Good communication skills, both written and verbal. Task driven. Confident. Attention to detail. Hard working. Articulate and willing to work in a team. Personal motivation. Good IT Skills. Good interpersonal skills – Positive engagement, building relationships, questioning, and listening skills. Good written and verbal communication skills. Demonstration of patience, empathy, and problem-solving skills, when dealing with conflict.