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Apprentice Administration Assistant/Receptionist East Kent Hospitals University NHS Fndtn Trust

To provide a flexible resource to support teams in the provision of services; to welcome patients in to the department, booking them in and dealing with a variety of enquiries. Answering telephone enquiries and booking appointments.

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Closing date: 28 Oct 2021

Apprenticeship summary

  • Weekly wage


    Wages explained

    Apprentices are paid for their normal working hours and training that's part of their apprenticeship (usually one day per week).

    Minimum Wage Rates

  • Working week

    Monday - Friday 8:30am - 5pm

    Total hours per week: 37.50

  • Expected duration

    24 months

  • Possible start date

    28 Nov 2021

  • Date posted

    16 Jul 2021

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    1 available

Tasks include:

  • Prioritisation of own daily tasks to achieve timescales set
  • Organisation of maintenance repairs or reporting faults
  • Answering Telephone calls
  • Check Theatre list for next day
  • Collecting/requesting notes for surgery lists taking place in the department
  • Welcoming visitors in an appropriate manner
  • Monitor waiting visitors, patients or external contacts to ensure that they are attended to by an appropriate member of staff in a timely manner and provide information in a courteous manner when a delay is anticipated
  • Acting as point of contact for enquires and complaints within the department, dealing with them accordingly and in line with trust policy
  • Liaising with internal and external stakeholders on behalf of their manager, colleagues or members of their professional team
  • To provide professional and timely communication links between patients/ relatives and medical/clinical staff to ensure channels of communication are efficient and effective at all times
  • Obtaining notes ready for patient’s surgery to take place
  • Attending Medical Records and other departments around the hospital to collect and drop off notes on a daily basis
  • Checking in of notes to the department and out of the department
  • Checking theatre lists daily for any changes
  • Sending patient notes to other sites and arranging transportation
  • Booking patients follow appointments after surgery has taken place
  • Liaising with Waiting List on a daily basis with regards to theatre lists
  • Ordering stationary and keeping check on office stock in the department
  • Liaising with ward staff with regards to ordering food supplies for the ward
  • Booking patient transport for patients who have attended the unit

Requirements and prospects

Desired skills

  • Standard keyboard skills
  • Ability to prioritise own workload and meet deadlines
  • Ability to communicate with, co-ordinate and liaise with a multidisciplinary team
  • Excellent organisational skills
  • Good interpersonal skills
  • Ability to undertake basic surveys or audits as necessary for own work

Personal qualities

  • Ability to use own initiative but mainly working within prescribed administrative procedures
  • Ability to quickly acquire new knowledge
  • Ability to remain calm in a busy environment whilst working under pressure

Desired qualifications

GCSEs at grades A*-C/9-4 (or equivalent) in maths and English.

Future prospects

Possible permanent position upon completion of this apprenticeship.

About the employer

East Kent Hospitals University NHS Foundation Trust is one of the largest hospital trusts in England, with five hospitals serving a local population of around 720,500. As a teaching Trust we play a vital role in the education and training of doctors, nurses and other healthcare professionals, working closely with local universities and Kings College University in London.


East Kent Hospitals University NHS Fndtn Trust


Queen Elizabeth The Queen Mother Ho

St Peter''s Road



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Training provider


Applications for this apprenticeship are being processed by East Kent College


Karen Wheeler

  • Business Administration Level 3
  • Functional Skills if required 

Apprenticeship standard

Business administrator

Level 3 (A level)

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