Business Administration Apprenticeship

Job description

Job 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 following admin duties on both hospital sites on a rotational basis:

- 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/ordering 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; eg Trak and Infoflex

Provide and receive complex and sensitive information.

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

The ability to be able to demonstrate own activities / training to new or less experienced employees.

To 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

- 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

- 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

- Regular cross-site working

- Dealing with sensitive and confidential information

- Unpredictable work pattern due to interruptions from telephone enquiries, visits from internal personnelOther 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 Trusts 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.

-To attend all mandatory components of the Apprenticeship including:

-Corporate Induction

-GHNHSFT mandatory training

-Department based vocational assessments

-Progress review meetings

-Additionally 2 months before the end of your apprenticeship you are required to meet with a member of the Apprenticeships and Careers Team to discuss careers advice and guidance

- To undertake training as required and agreed with the mentor, supervisor and external assessor and complete the competencies relevant to the work area/department.

- Promote equality at all times and respect privacy and confidentiality, acting appropriately and professionally upon any sensitive information in accordance with Trust Policy

Person Specification

Qualifications

Essential

• Educated to GCSE grade C or above (or equivalent) in literacy and numeracy

Experience

Essential

• Good communication skills both written and verbal
• Ability to answer and make phone calls professionally

Desirable

• Office or customer facing skills / experience

Knowledge & Skills

Essential

• An enthusiasm to actively contribute to the Oncology Department activity
• Ability to work under instruction, quickly and accurately
• Ability to work flexibly
• Ability to prioritise and deal with queries simultaneously

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.

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Oncology Centre CGH

Sandford Road

Cheltenham

GL53 7AN

Employer's website

https://www.gloshospitals.nhs.uk/ (Opens in a new tab)