Business Administration Apprenticeship

Job overview

An exciting opportunity will be available for an Apprentice Business Administrator in Oncology.

The Apprentice will support the work of the Gloucestershire Oncology Department at Cheltenham General Hospital.

The role supports the administration team to deliver excellent patient care for our service line.

The teams across the service line consist of Medical Secretaries, Booking Teams, Clerical Officers and Receptionists. The post-holder will report directly to the Lead Receptionist / Clerical Officer and Admin Manager in the Department.

The team provides a detailed and customer focused administrative service, with strong technical support across a variety of systems used to support administration processes at the Trust.

The Apprentice will be given training in all areas including IT systems and will have ongoing supervision and support in order to become an effective team member.

The Apprentice will spend time in each area of the department and service line, to gain a wide range of skill development and provide administration support.

The successful applicant will receive induction and training appropriate to the activities they will undertake, and following this induction period will be enrolled to the Level 3 Business Administration Apprenticeship with our Training Provider.

Main duties of the job

• To undertake training as required and agreed with the mentor, supervisor and external assessor, and complete competencies relevant to the work area / department.
• To support and gain experience within the following admin duties:
  • Reception duties include meeting and greeting patients with a warm and welcoming attitude.
  • Registering new patients.
  • Pulling and filing clinic notes.
  • Archiving hospital notes.
  • Making telephone calls, including dialogue with hospital colleagues and patients.
  • Accurate message taking and delivery to relevant personnel.
  • Prepping of inline patient records.
  • Collecting and prepping of patient case notes as required.
  • Producing clinic lists for clinicians.
  • Scanning of documents and online filing.
  • Processing incoming and outgoing correspondence.
  • Audio typing of dictated letters and processing of actions within dictations.
  • Processing of voice recognition software for the purpose of clinic letters.
  • Taking minutes of meetings and distributing accordingly.
  • Archiving of health records and documents.
  • Attending and participating in team meetings.
  • Daily use of the in house computer programmes.
• The Apprentice will also be expected to undertake any appropriate duties or tasks commensurate with the role, as required by the supervisor or manager.

Working for our organisation

As part of the Trust, you will benefit from an excellent package that includes flexible working opportunities, generous annual leave allowance, access to the NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, on site nurseries, discounted public transport, reward and recognition schemes, and a range of health and wellbeing initiatives.

Detailed job description and main responsibilities Key Result Areas

• Corporate induction
• GHNHSFT mandatory training
• Department based vocational assessments
• Progress review meetings

• To undertake training as required and agreed with the mentor, supervisor and external assessor and complete competencies relevant to the work area / department.
• To support the admin duties listed within the advert on both hospital sites as and where required.
• Provide and receive complex and sensitive information and follow policies established for their own role and roles within their team with the ability to create their own procedures and the ability to comment/implement and propose changes to practices.
• Demonstrate own activities / training to new or less experienced employees.
• Provide expertise in managing all the administrative functions needed to perform the role.

Communications and Working Relationships

• Patients, relatives and carers
• Oncology Consultants and their teams
• Nursing staff
• Pathology
• Radiology
• Management staff including Secretary Supervisor and General Management team
• Medical Secretaries
• Support staff, e.g. interpreters, domestic staff
• Reception colleagues
• IT staff
• Apprenticeships and Careers Team
• Training Provider

Most Challenging part of the job

• Learning in house systems and processes
• Unpredictable work pattern due to interruptions from telephone enquiries, visits from internal and external personnel
• Providing copious amounts of notes for internal clinics to a deadline
• Filing and archiving of copious amounts of hospital notes
• Dealing with patients/relatives/hospital personnel frequently with complex and sensitive issues
• Dealing with anxiety and aggression from patients/relatives/hospital personnel
• Relief admin cover in the Oncology Department at short notice
• Contribute towards the implementation of Service Improvement Projects in Oncology
• Physical effort and working conditions
• Prolonged use of PC for the majority of the working day
• Dealing with sensitive and confidential information

Other job requirements

• Comply with Trust and Departmental policies and procedures e.g. Health and Safety at Work Act (1974), Manual Handling, clinical equipment competency, risk management, Data Protection Acts and patient confidentiality at all times. This will include demonstrating compliance with the terms of all safeguarding policies and processes relevant to the safeguarding of adults and children in the care of GHNHSFT and to undergo regular mandatory training concerned with safeguarding matters.
• Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
• Ensure a smart, professional image that enhances the public perception of the Trust and the professionalism of its staff is portrayed.
• Contribute positively to the effectiveness and efficiency of the teams in which he/she works.
• Actively participate in the Trust's appraisal/development conversation process. Undertake training as necessary in line with the development of the post and as agreed with line manager as well as maintain and complete the Level 3 Business Administration Apprenticeship within the timeframe.

Person specification Qualifications

• Educated to GCSE grade D (3) or above (or equivalent) in literacy and numeracy.

Experience

• Good communication skills both written and verbal.
• Ability to answer and make phone calls professionally.
• Office or customer facing skills / experience.

Knowledge & Skills

• An enthusiasm to actively contribute to the Oncology Department activity.
• Ability to work under instruction, quickly and accurately.
• Ability to work flexibly.
• Ability to prioritise and deal with queries simultaneously.

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

You will only be contacted by the Recruitment Team via email if you are shortlisted for this post. Please ensure therefore that you check your e mail account regularly.

If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.