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 having 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 he or she 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

- Data entry tasks

- Pulling and filing clinic notes

- Archiving hospital notes

- Taking / making telephone calls which will include dialogue with hospital colleagues and patients

- Accurate message taking and delivery to relevant personnel

- Prepping of on-line patient records

- Collecting and prepping of patient case-notes as required

- Producing clinic lists for clinicians

- Scanning of documents and on-line filing

- Processing incoming and outgoing correspondence

- Training in reception desk duties

- 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.

Detailed job description and main responsibilities

Key Result Areas:

To attend all mandatory components of the Apprenticeship Framework including:

- 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 and on the Job Description, on both hospital sites as and where required:

The successful candidate will be expected to:

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

- MDT Co-ordinators

- Pathology

- Radiology

- Management staff including Secretary Supervisor and General Management team

- Medical Secretaries

- Support staff, e.g. interpreters, domestic staff

- Reception colleagues

- IT staff

- GP practice personnel

- Volunteers

- 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.

Additional Contact Details

Sam Dibden

samantha.dibden@nhs.net

Applicant requirements

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.