Business Administration Level 3 Apprenticeship in General Practice

Business Administration Level 3 Apprenticeship in General Practice

This is a unique and exciting opportunity for an apprentice administrator at Haldon House Surgery. If you wish to play an integral part in our team to help deliver high quality, kind, and compassionate care to our patients, we welcome your application.

We are looking for an enthusiastic, motivated individual with a willingness to learn. In return, we will offer you a varied office-based admin work experience in the healthcare sector, as well as additional training as per NHS.

We are a small friendly practice, near to the train station and bus routes, based in the centre of Exmouth town. We promote staff wellbeing, and offer weekly Wellbeing Wednesdays, Team Building days, as well as Summer and Christmas Parties.

Apprenticeship Details:

The apprenticeship will be on a fixed term contract for the duration of the apprenticeship (approx 15-18 months), with a possible permanent position upon completion for the right applicant.

Salary will be paid at the current apprenticeship rates for your age.

You will work 36 hours per week (Monday, Tuesday, Wednesday, and Friday) with off-the-job learning opportunities and receive 6 hours paid study time in-house (1 day a week).

Apprenticeship will be delivered via WELL training.

Main duties of the job

• Make appointments, deal with a range of patient enquiries and queries.
• Provide administrative support when necessary.
• Scan documents into patient records and read coding data.
• Answer telephones and greet patients at Reception.
• Process a range of administrative duties such as emails and test results.
• Adhere to confidentiality at all times.

About us

As a Practice, we work with the ethos of patient-centered care, and we aim to ensure the patient feels they are the focus of our care, which we endeavor to deliver high quality health care in a responsive, respectful and compassionate manner.

We value working holistically with our partner organisations in promoting best practice whilst valuing each person as a unique individual.

Job responsibilities

HALDON HOUSE SURGERY JOB DESCRIPTION

Job Title: Apprentice Administrator

The overall purpose of the Job: To provide administration and reception support to the practice patients, management, GPs, and other health professionals.

Accountable To: You are responsible to the Practice Manager for your performance and ultimately the Partners.

The requirement is that at all times you will contribute to the smooth running of any surgeries/clinics and carry out any other duties necessary to maintain complete efficiency in the running of the administration of the Practice.

It is important that a good working relationship is maintained between all surgery staff and attached staff at all times and that you work towards engendering a team approach to the benefit of all.

Your standard of work and progress will be reviewed from time to time, and you will be asked to contribute ideas towards the meeting of targets that have been set.

Training will be given, and you may also be required to attend training courses in the future.

Confidentiality

It is essential that total confidentiality is maintained, and that you ensure that no information about patients, either medical or personal, is disclosed to persons other than those employed by, or attached to, the Practice for whom such information is relevant.

• 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 authorized 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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will 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.
• Actively reporting health and safety hazards and infection hazards immediately when recognized.
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role.
• Undertaking periodic infection control training.

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 people's 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:

• Undertake Business Administration Level 3 Apprenticeship.
• 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 team's 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 effectively with patients and carers.
• Recognize people's 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 audits where appropriate.

MAIN RESPONSIBILITIES

• Answering telephone calls in a respectful and friendly manner, ensuring correct details are recorded and forwarded to relevant personnel as appropriate.
• Booking, cancelling, or rearranging GP and nurse appointments via Systm1 (clinical system).
• Processing repeat prescription requests.
• Processing Home Visit requests.
• Receiving and recording messages via different communication methods.
• Registering new patients/temporary residents/foreign visitors etc.
• Processing actions from test results as per Clinicians.
• Scanning documents into the clinical IT system and coding/processing of the workflow before sending to the GP or other members of the team.
• Opening and sorting the post. Taking post to the post box/post office.
• Sorting paperwork from Doctors trays.
• General filing of patient records.
• Assisting Doctors with general secretarial duties as and when required.
• Welcoming patients on arrival and providing reception desk duties as required on a rota basis.
• Dealing with email enquiries.
• Developing a sound understanding of confidentiality and issues/protocols surrounding consent.
• Providing cover for members of the administration team as and when required.
• Making tea and coffee.
• Any other duties as and when required.

Person Specification

Qualifications

• Good General Education.
• Willing to learn on the job, and undertake apprenticeship.
• Grade 4 in Maths and English (if you have not passed both you will need to do this alongside your apprenticeship).

Experience

• Experience of dealing with the public/patients.
• Experience of Microsoft Office software.
• Experience of Primary Care (General Practice).

Knowledge/Skills

• Excellent interpersonal and communication skills.
• Good organisational skills.
• Good team working skills.
• Ability to work independently following verbal or written instructions.
• Adaptable to change.
• Experience of working on a clinical IT system.

Special requirements of post

• Provide cover for sickness/holidays when required.

Qualities/Attributes

• An understanding, acceptance and adherence to the need for strict confidentiality.
• Able to work on own initiative.
• Able to work under pressure and remain calm.
• Flexible and adaptable.
• Able to work in a changing environment.
• Ability to work as part of an integrated multi-skilled team.

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.