Apprentice Business Administrator in High Wycombe

Hughenden Valley Surgery have a fantastic opportunity for an apprentice business administrator to join their team. Provide administrative support to members of the Practice team in the following areas ensuring appropriate practice records are kept up to date:

• Scanning and indexing post
• Scanning and indexing other documents
• Franking out-going post
• Patient Registration
• Sorting newly registered patient notes
• GP2GP Notes Processing
• Booking ambulance transport for patients as required
• Action scans and referral forms
• Requesting further information and action from doctors on patients - workflow queries

The duties and responsibilities to be undertaken by members of the practice administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Line Manager / Practice Manager dependent on current and evolving practice workload and staffing levels:

• Maintaining and monitoring the practice appointments system
• Processing personal and telephone requests for appointments, visits, test results and telephone consultations and ensuring callers are directed to the appropriate route and/or Healthcare Professional
• Taking messages and passing on information
• Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures
• Clinical Coding
• Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
• Room Allocation

Other duties include:

• Providing cover for other staff
• Answering/dealing with queries, both face to face and via the telephone, taking messages and passing them on to the relevant member of staff in an appropriate and timely manner
• Being a flexible and supportive member of the team
• Attending and taking part in team meetings and regular reviews with line manager
• Participating/completing relevant training as required by the practice

This above list is not exhaustive and will be reviewed during the course of the apprenticeship.

Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety: The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified

Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Personal/Professional Development: The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality: The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication: The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise people’s needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services: The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

To become an apprentice, you must:

• Be 16 or over
• Not already be in full-time education

As an apprentice you’ll:

• Complete a business administration apprenticeship standard
• Have regular one to one sessions with a dedicated trainer either remotely or through visits to your workplace
• Learn and train for a specific job
• Get paid and receive holiday leave
• Get hands-on experience in a real job
• Study for at least 20% of your working hours
• Complete assessments during and at the end of your apprenticeship
• Be on a career path with lots of future potential
• Be entitled to a TOTUM membership