Administration Assistant Apprentice - Cowes, United Kingdom - The Isle of Wight College

The Isle of Wight College

Verified Company

Cowes, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

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Description

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 online 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 setup/clearup, 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
- 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 & wellpresented appearance
Enthusiastic and a selfstarter
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.

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