Job summary
Launch your career in East London NHS Foundation Trust! Join our team as an apprentice and gain hands-on experience while learning valuable skills. Apprenticeships are a great way to earn while you learn. If successful for this post, you will be in a paid job gaining valuable industry workplace experience whilst completing a nationally recognised qualification.
Here at ELFT we're offering a fantastic opportunity for growth and development as an Apprentice Administrator completing a Business Admin Level 3 apprenticeship in the Specialist Children and Young People Service (SCYPS). The individual will to be a part of a diverse group of professionals offering specialist care and support to children and young people in and around Newham. The post-holder will be expected to work across the various services within SCYPS if needed.
Eligibility requirements
Potential apprentices must be 16 years old or above (there is no upper age limit).
You must not have prior learning in the same subject that you wish to do an apprenticeship in.
You must have been living in the UK for the last 3 years.
If you are on a Visa, you must have a valid visa that covers the length of the apprenticeship contract; read more about whether your visa is suitable here- Apprenticeship Visa Requirements
You must be able to access public funds and not already be in full-time education.
You must be able to work 37.5 hours a week.
Main duties of the job
The post holder will feel passionate about contributing to the health and wellbeing of our local communities. He/she will want to develop their career in the NHS and demonstrate a commitment to learning and desire to complete an apprenticeship qualification alongside work-based learning.
The responsibilities of the role are to support and engage with different parts of the organisation and interact with internal or external customers. With a focus on adding value, the role of business administrator contributes to the efficiency of an organisation, through support of functional areas, working across teams and resolving issues as requested. The flexibility and responsiveness required allows the apprentice to develop a wide range of skills.
The business administrator is expected to deliver their responsibilities efficiently and with integrity - showing a positive attitude. The role involves demonstrating strong communication skills (both written and verbal) and adopting a proactive approach to developing skills. The business administrator is also expected to show initiative, managing priorities and own time, problem-solving skills, decision-making and the potential for people management responsibilities through mentoring or coaching others.
About us
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
Job description
Job responsibilities
- Produce accurate records and documents including, but not limited to, emails, letters, files, payments, reports, proposals and waiting list management.
- To ensure that all incoming correspondence (both electronic and manual) is dealt with and responded to in an accurate and timely fashion, redirected to appropriate respondents where required, and escalated as needed
- Drafting and sending outgoing electronic and manual correspondence, including reminding patients of forthcoming appointments and to post other correspondence related to patients, carers, GPs, schools etc
- To format reports to Microsoft Office Word and other software, as well as other general word processing duties, including general correspondence, appointment letters, clinic outcome letters
- To receive all incoming calls to the Service and deal with appropriately in a courteous and helpful manner.
- To deal with a range of queries from the public and other agencies in a polite and helpful manner, whilst working in reception also by telephone and face to face encounters, seeking advice and guidance from Team Secretaries or Operational Manager.
- To take and promptly pass on accurate notes and information, exercising independent judgment and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
- To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
- To manage the diary and appointments system and inform clinicians of their appointment arrivals.
- To ensure that staff have filled in their diary and updated the appointment system.
- To co-ordinate and oversee room bookings and report any problems as appropriate.
- To access patient records and update accordingly type correspondence when required.
- To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
- To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies.
- To open, close and archive and file patient files as appropriate in line with recording keeping policies.
- To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
- To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.
- To update patient information on files and on IT database systems ensuring data quality is monitored and any concerns raised.
- To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
- To provide administrative support to the service for presentations including setting up of equipment, providing handouts and refreshments as appropriate
- To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times
- To receive regular one to one and team supervision from the line manager.
- To work flexibly in order that essential priority tasks are covered and dealt with, including covering reception when required.
- To report to the line manager any issues that are of concern relating to health and safety of the building
- To have excellent verbal, written and communication skills
- To assist in inducting new staff to reception, filing and administration systems
- To have the ability to remain calm and sensitive in difficult and stressful situations
- To provide administration support to community clinics as required.
Job description
Job responsibilities
- Produce accurate records and documents including, but not limited to, emails, letters, files, payments, reports, proposals and waiting list management.
- To ensure that all incoming correspondence (both electronic and manual) is dealt with and responded to in an accurate and timely fashion, redirected to appropriate respondents where required, and escalated as needed
- Drafting and sending outgoing electronic and manual correspondence, including reminding patients of forthcoming appointments and to post other correspondence related to patients, carers, GPs, schools etc
- To format reports to Microsoft Office Word and other software, as well as other general word processing duties, including general correspondence, appointment letters, clinic outcome letters
- To receive all incoming calls to the Service and deal with appropriately in a courteous and helpful manner.
- To deal with a range of queries from the public and other agencies in a polite and helpful manner, whilst working in reception also by telephone and face to face encounters, seeking advice and guidance from Team Secretaries or Operational Manager.
- To take and promptly pass on accurate notes and information, exercising independent judgment and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
- To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
- To manage the diary and appointments system and inform clinicians of their appointment arrivals.
- To ensure that staff have filled in their diary and updated the appointment system.
- To co-ordinate and oversee room bookings and report any problems as appropriate.
- To access patient records and update accordingly type correspondence when required.
- To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
- To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies.
- To open, close and archive and file patient files as appropriate in line with recording keeping policies.
- To book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
- To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.
- To update patient information on files and on IT database systems ensuring data quality is monitored and any concerns raised.
- To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
- To provide administrative support to the service for presentations including setting up of equipment, providing handouts and refreshments as appropriate
- To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times
- To receive regular one to one and team supervision from the line manager.
- To work flexibly in order that essential priority tasks are covered and dealt with, including covering reception when required.
- To report to the line manager any issues that are of concern relating to health and safety of the building
- To have excellent verbal, written and communication skills
- To assist in inducting new staff to reception, filing and administration systems
- To have the ability to remain calm and sensitive in difficult and stressful situations
- To provide administration support to community clinics as required.
Person Specification
Qualifications and experience
Essential
- Good standard of Written and Spoken English
- Working in a team or as part of an administrative team
Desirable
- English & Maths GCSE or equivalent functional skills
- Experience of working in an office environment and routine office administration
Skills and Communication
Essential
- Good communication skills
- Basic IT skills including Microsoft Office
Desirable
- Experience with making telephone calls and other forms of communication
- Computer Literacy including word processing and data entry
Person Specification
Qualifications and experience
Essential
- Good standard of Written and Spoken English
- Working in a team or as part of an administrative team
Desirable
- English & Maths GCSE or equivalent functional skills
- Experience of working in an office environment and routine office administration
Skills and Communication
Essential
- Good communication skills
- Basic IT skills including Microsoft Office
Desirable
- Experience with making telephone calls and other forms of communication
- Computer Literacy including word processing and data entry
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
