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Job description

Post Title: Apprentice Administrator

Grade: Apprentice 2

Salary: £5.28 - £10.42 per hour dependent on National Apprenticeships guidelines

Department: Central Patient Booking Service

Location and Hours:

• Full-time 37.5 hours per week

An element of flexibility may be required

Most attractive aspect of the Post:
The Patient Booking Service is a Trust wide centralised admin team handling referrals, outpatient appointment booking and reception services. We have some exciting opportunities arising within our administrative teams for anyone enjoying contact via the telephone with patients, their relatives and carers, GP’s and other service providers we work with closely.

Brief Description of the Role:
The job holder will provide telephone and administrative support across the service. This includes dealing with telephone queries, post, printing referrals and appointment letters, arranging transport and interpreters, cancelling or rescheduling appointments and updating patient information on the Trust’s Electronic Patient Record system.

Summary of most important Experience/Skills/Qualifications required:

You will be a customer service-focused administrator who has worked with and provided services to the general public and has extensive experience of doing so via the telephone. You will have the ability to demonstrate excellent telephone communication and customer service skills, working knowledge of computers, data input and word processing ideally within an NHS / Healthcare environment and dealing with patients.

You must be flexible and be prepared to cover other admin and Reception services at BRI / SLH / outreach facilities if needed.

The apprentice scheme requires the successful applicant to undertake a formal training course leading to a recognised qualification. The Trust is unable to fund such a course and therefore it should be self-funded or funded through the Government Apprentice Scheme. Government Apprentice Scheme funding will be claimed through the Trust, but is currently only available in full for 16-18 year olds. Partial funding is available for 19-24year olds, but the remainder of the costs would need to be paid by the apprentice. For those over 24 years this would need to be fully self-funded. The costs to fund the QCF level 2 course is currently in the region of; £1,000. In addition to these restrictions, funding is also currently only available in full for persons without a degree.

PLEASE NOTE - IF YOU ALREADY POSSESS THE QUALIFICATION THAT THIS JOB WILL BE WORKING TOWARDS, OR YOU HAVE A QUALIFICATION IN THE SAME SUBJECT AT A HIGHER LEVEL, YOU WILL NOT BE ELIGIBLE TO APPLY FOR THIS APPRENTICESHIP OPPORTUNITY

The salary and Terms & Conditions of service for this post(s) is/are subject to change in line with “Agenda for Change” – the new NHS Pay & Rewards system.

We can offer staff gymnasiums on both hospital sites, pension scheme including life assurance cover and advice on childcare.

Directorate: Planned Care – Access CBU

Appointing Officer: John Metcalf-Hall (Team Manager – CPBS)

Duties will vary according to area of allocation. However, Apprentices will perform a variety of Administration & Clerical duties under the supervision of more experienced staff which may include;

• Dealing with telephone calls, e-mails and face to face contact with Trust Staff and members of the public, ensuring enquiries are dealt with in an efficient, polite and courteous manner and providing advice when deemed appropriate or relaying clear messages to relevant members of the team.
• Reception (to staff or public). To maintain a professional manner and appearance at all times.
• Appointment booking/ diary management
• Completing standard documentation in accordance with Department/Trust Protocols.
• Data collection/ input
• Use of local databases and IT systems, as appropriate
• Word Processing
• Input and basic manipulation of spreadsheets.
• Photocopying/ Faxing/ Scanning
• Filing
• Distribution and sorting of internal mail and despatching documents by post or e-mail.
• Prioritisation of workload
• Taking ownership of the completion of any tasks given within an allotted timeframe.
• Demonstrating a professional approach to the work as required by the team management.
• Taking ownership of any issues or problems and escalating these to the appropriate team member.
• Taking responsibility for working within agreed Standard Operating Procedures.
• To ensure confidentiality of information relating to patient, relatives and/or staff.
• Any other duties as required and appropriate to the level of this post.
• Some first line vetting of referral card patient data set and following up on any missing
• Data from the referral card patient data set.
• Attend and participate in Admin team meetings
• Provide admin cover for other sections as required
• Participate in the Individual Performance Review (IPR) process
• Make patient appointments liaising with patients, clinician’s healthcare professionals and GP surgeries.
• Sorting and distribution of post and faxes
• Such other duties at a comparable level of responsibility, as may normally be agreed with the job holder

About NHS

CEO: Amanda Pritchard
Revenue: $5 to $25 million (USD)
Size: 10000+ Employees
Type: Government
Website: www.nhs.uk
Year Founded: 1946