Administration Assistant Apprentice - Cowes Medical Centre

Job Posted: 16 May 2024

• Contract Term: Apprenticeships
• Location: Cowes, Isle of Wight
• Contract Type: Full time
• Salary: £6.40 per hour
• Industries: Administration Apprenticeships

Closing Date: 16/06/2024
Job Start Date: Summer 2024

Here at The Isle of Wight College we work with a number of employers, in a vast array of industries. A fantastic opportunity has arisen to work for Cowes Medical Centre as an Administration Assistant Apprentice.

If you are ready for a new challenge and want to work in a fast-paced environment, this could be the perfect role for you.

The successful apprentice will be provided with a good grounding in office work and procedures working in General Practice.  The role offers a broad range of administrative and operational support within General Practice supporting 15,500 patients, within a team of over 50 staff.

To thrive in this role, you will enjoy teamwork, some routine and some ad hoc/project tasks, working to protocols to ensure best practice.  You will need to develop a broad understanding of administrative processes (with on-the-job and additional training support).

Key Tasks & Responsibilities:

Your Training & Development:

•         Undertake mandatory Practice on-line training using Blue Stream training tool.

•         Keep up to date with all apprenticeship course work and external exams.

 

Patient Communications & Records:

•         Copy records for solicitors.

•         Ensure security of data and complete confidentiality at all times.

•         Prepare some call/recall letters to send to patients using templates e.g., NHS health checks, flu and covid invites + sending of SMS messages.

•         Support ‘Temporary Resident’ administration and returns.

•         Retrieval and dispatch of patient records to storage.

•         Help with the process of authorising online access for patients.

•         Support with basic calls to patients from ‘tasks.’

 

General Office Administration:

•         Help with/cover for the mail - open and distribute incoming mail and prepare outgoing mail for collection.

•         Photocopy, laminate, bind, file and fax documents as required.

•         Support Patient Advisers on photocopying/collating Practice leaflets, forms, and restocking

•         Prepare, print and display cleaning schedule sheets.

•         Support on basic IT issues e.g., replace toner cartridges in printers or liaise with helpline support.

•         Load and empty the dishwasher and record kitchen fridge temperature(s)

•         Support on recycling and shredding collection.

•         Support on testing panic alarm.

•         Support on the distribution and packing away of deliveries.

•         Support with patient registration work.

 

Meetings & Catering:

•         Assist with meeting room bookings, room set-up/clear-up, documents, refreshments, escorting visitors to and from the meeting etc.

 

Finance & Stock Management

•         Maintain stationery & equipment order requests summary.

•         Research & negotiate prices and place orders as requested.

•         Chase suppliers.

•         Complete a fortnightly stocktake to maintain an adequate supply of stationery.

•         Record batch numbers and quantities of vaccine delivered from ImmForm.

 

 

Person Specification

Area	Essential	Desirable
Qualifications	Minimum of English & Maths GCSE ‘C’’ or equivalent
Technical / Experience	Good IT skills – able to use Microsoft office &ability to learn new applications	experience in a customer service or admin role
Qualities & Attributes	A real people person who listens Reliable, trustworthy and conscientious Sensitive to Patient needs Patient, polite & good mannered Smart, clean & well-presented appearance Enthusiastic and a self-starter Able to work in a team Able to remain calm under pressure Takes responsibility for own actions	Flexible approach to duties and working arrangements Able to pick up what is happening around you and be able to show a proactive approach to help solve problems Confident if faced with challenging Patients
Skills & Abilities	Good communication skills Ability to work without direct supervision Ability to manage time and workload Good attention to detail Good telephone manner & confidence to make calls	Problem solving skills Ability to work under pressure & maintain a professional / effective approach Manage multiple tasks and conflicting demands
Special Job Requirements	Ideally 18+ years of age Ability to deal with matters in a confidential manner	Ability to on occasion manage difficult or confrontational conversations

 

Apprenticeship Standard:

• Level 3 Business Administrator Apprenticeship Standard.
• 18 – 24-month Apprenticeship.
• Functional Skills in Maths and English if required and if not previously achieved GCSE grade 4 or C or above.
• There is a requirement to complete off the job training of 6 hours per week during working hours, time spent either learning something new, other courses or any support work that is not in your usual role will also be counted.
• Attendance at college as required for monthly workshops.

 

Working Week

• Up to 37 hours per week
• Monday to Friday

 

Wage:

£6.40 per hour

 

Additional information below:

The current National Minimum Wage (NMW) rate for apprentices is £6.40 per hour. This applies to 16-18-year-old apprentices and those aged over 19 in the first year of their Apprenticeship. For all other apprentices the National Minimum wage appropriate to their age applies. The Minimum Wage for Apprentices applies to time spent on the job plus time spent training. For more information visit: www.gov.uk/national-minimum-wage-rates

Opportunity to broaden the roles responsibilities if reliable, quick to learn with good attention to detail. Once qualified and dependant on needs of the business at the time of apprenticeship completion, there may be the potential for a permanent position.

So, if this sounds like the next step you want to take with your career, then please apply with a cover letter and CV telling us why you feel you would be the ideal person to take on this brilliant opportunity!

*Please note applications without a CV or covering letter will not be considered.