Business Administrative Apprentice

Job Title

Business Administration Apprentice

Reports To

CARE NAVIGATION MANAGER / ADMIN TEAM MANAGER

Job Summary

The purpose of this apprenticeship role is to provide administrative support to the practice team while developing a wide range of business and office skills within a busy GP practice environment. The post holder will learn and assist with general administration, patient records management, reception support, and data processing. This role will contribute to the efficient running of the surgery and ensure a professional and welcoming service for all patients.

Training will be provided both on the job and through an approved apprenticeship provider, leading to a nationally recognised qualification in Business Administration.

As part of the apprenticeship, 20% of the working week will be protected time for college work, study, and off the job learning, in accordance with the apprenticeship programme requirements.

Responsibilities

• Opening up/locking up of practice premises and maintaining security in accordance with practice protocols.
• Maintaining and monitoring the practice appointments system.
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional.
• Taking messages and passing on information.
• Filing and retrieving paperwork.
• Processing repeat prescriptions in accordance with practice guidelines.
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers.
• Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying and scanning.
• Ordering, re ordering and monitoring of stationery and other supplies.
• Provision of refreshments for staff and visitors as required; washing up and keeping the kitchen area clean and tidy.
• Keeping the reception area, notice boards and leaflet dispensers tidy and free from obstructions and clutter.

General Administrative Support

• Provide clerical and administrative assistance to the wider practice team.
• Carry out photocopying, filing, scanning, shredding, and data entry tasks as directed.
• Support with the organisation and distribution of correspondence and internal documents.
• Assist with stock management of office and stationery supplies.

Patient and Records Administration

• Learn to process patient registrations, deductions, and demographic updates on SystmOne.
• Support the summarising and coding of patient information under supervision.
• File and retrieve Lloyd George paper records and assist with document archiving.
• Help process online access and proxy access requests.

Reception and Front Office Support

• Assist in greeting and directing patients courteously, both in person and via telephone.
• Support the management of appointments and messages where appropriate.
• Ensure the reception and office areas are tidy, organised, and professional.

Team Support

• Work collaboratively with colleagues across admin, care navigation, and clinical teams.
• Attend staff meetings, training sessions, and one to one supervision as required.
• Undertake any additional tasks in line with the level and scope of the apprenticeship.

Training and Development

• Undertake training towards a Level 3 Business Administrator Apprenticeship (or equivalent).
• Complete coursework, assessments, and portfolio evidence as required.
• Participate in in house training on topics such as confidentiality, data protection, and SystmOne.
• Receive ongoing supervision and support to ensure progression in skills and confidence.

Confidentiality

• Respect patients' privacy and act appropriately when handling sensitive information.
• Handle confidential information relating to patients, carers, practice staff and other healthcare workers with strict confidentiality.
• Only disclose information to authorised persons in accordance with practice policies.

Health & Safety

• Use personal security systems within the workplace according to practice guidelines.
• Identify the risks involved in work activities and undertake such activities in a way that manages those risks.
• Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.

Equality and Diversity

• Act in a way that respects the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behave in a welcoming, non judgmental manner respecting individuals' circumstances and rights.

Personal / Professional Development

• Participation in annual performance reviews and maintain a record of personal and professional development.
• Take responsibility for own development and demonstrate skills and activities to others.

Quality

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for actions under supervision.
• Contribute to the effectiveness of the team through reflection and suggestions for improvement.
• Work effectively with individuals in other agencies to meet patient needs.
• Manage own time, workload and resources effectively.

Communication

• Communicate effectively with team members, patients and carers.
• Recognise needs for alternative communication methods and respond accordingly.

Contribution to Implementation of Services

• Apply practice policies, standards and guidance.
• Discuss with team how policies will affect own work.
• Participate in audit where appropriate.

Infection Prevention & Control

Follow practice guidelines and requirements pertaining to infection control and clinical waste.