Surgery Business Administration Support Apprentice in Plymouth

Surgery Business Administration Support Apprentice

West Hoe Surgery

Plymouth (PL1 3BS)

Closes in 7 days (Friday 29 August 2025 at 11:59pm)

To be responsible for undertaking a wide range of administration duties and the provision of administrative support to the multidisciplinary team. Duties can include the processing of information (electronic and hard copy) in a timely manner, liaising with external agencies such as secondary care and community service providers.

Wage

£14,526.20 for your first year, then could increase depending on your age

National Minimum Wage rate for apprentices

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Hours Monday- Friday- Working within shifts initially over 5 days but may change to 4 days. Working days/shifts will be confirmed at the interview (30 minutes unpaid lunch break)

37 hours a week

Monday 1 September 2025

Duration

1 year 6 months

1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you\'ll do at work

The following are the core responsibilities of the medical secretary. There may be on occasion a requirement to carry out other tasks and this will be dependent on workloads and staffing levels.

• Typing letters, reports and associated documentation as required
• Liaising with external agencies such as hospitals and community services ensuring referrals are processed efficiently
• Manage all enquiries in an effective manner
• Support Reception staff, providing cover if required
• Action incoming emails
• Scanning of patient related documentation and attaching scanned documents to patient healthcare records
• Process referrals using the electronic referral system
• Read code date on EMIS web clinical system
• Support all clinical staff with general administrative tasks as requested
• Summarising of patients records
• Maintain patient confidentiality at all times

Where you\'ll work

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

• Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
• Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others\' work. Maintains records and files, handles confidential information in compliance with the organisation\'s procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.
• Full Business Administrator - Level 3 qualification
• On-the-job training to support role development
• Off-the-job training (College attendance) to support qualification requirements as/if required
• Employer to allocate dedicated training time to complete Off the Job training requirements
• Functional Skills support- maths/English- if required

Requirements

GCSE in:

• Mathematics (grade A*/9 - C/4)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

• Customer care skills
• Analytical skills
• Initiative
• Clear, polite telephone manner
• Good interpersonal skills

Other requirements

Due to the nature of the business an understanding of client/patient confidentiality will be expected at all times. The Reception area in particular can be a demanding and sometimes challenging area to work so a calm and focused approach in dealing with patients/enquiries will be needed.

About this employer

West Hoe Surgery are a well-established medical practice that support over 5000 patients. Apart from offering clinics to support chronic diseases such as diabetes and asthma, they also support a variety of other medical services including antenatal and postnatal care, minor surgery and various vaccinations to support a variety of illnesses and patients.

After this apprenticeship

• Possibility of future employment/progression opportunities upon successful completion of Level 3 qualification

The contact for this apprenticeship is:

FOCUS TRAINING (SW) LIMITED

07836 536590

The reference code for this apprenticeship isVAC1000333493.

Apply now

Closes in 7 days (Friday 29 August 2025 at 11:59pm)

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