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Apprentice Business Administrator at Pioneer Medical Group Pioneer Medical Group

This vacancy is to collect and codify medical information from clinical correspondence. To manage clinical correspondence by providing consistent and effective workflow optimisation processes

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Closing date: 01 Dec 2021

Apprenticeship summary

  • Weekly wage

    £173.25 to £334.13

    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 to Friday 8am – 4.30pm Total – 37.5

    Total hours per week: 37.50

  • Expected duration

    21 months

  • Possible start date

    02 Dec 2021

  • Date posted

    29 Aug 2021

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    1 available

To be the initial point of contact for all patients, visitors, and NHS personnel both internal and external.  This will involve direct contact, email, and telephone. 

To work independently and alone dealing with confidential issues.  To respond and prioritise immediate requests from patients, clinical staff, and other outside agencies.

To utilise the appointment system ensuring that appointments are booked as per practice protocols and nurse traffic light system.

To be responsible for maintaining patients’ medical records to include change of address, telephone number and any other information, on the clinical system.

To provide general administrative support to all members of Pioneer Medical Group and associated Primary Care Network. 

To support the practice to ensure compliance with its statutory and regulatory obligations, such as but not limited to the Care Quality Commission and Data Protection Act 2018(GDPR)

Job Responsibilities

  • To collect and codify medical information from clinical correspondence.  To manage clinical correspondence by providing consistent and effective workflow optimisation processes. 
  • To review and summarise paper medical notes and entering relevant information into the patient’s computerised clinical record by way of a recognised Read or Snomed code.
  • Pay particular attention to Read/Snomed codes required for QoF and enter data accordingly.
  • Work from electronic documents in the clinical system and code information highlighted by GPs and other health care professionals
  • Scan documents onto a patient’s clinical record.  The document may be filed immediately with appropriate details coded onto the patient’s records or sent via workflow to the patients GP.
  • To follow the ‘mini pathways’ developed by the practice to optimise the workflow systems.
  • Use the Open Exeter system to update the cervical screening program.  At all times adhering to the timescales.
  • To assist the Practice in the achievement of referral targets. Use the electronic booking system as dictated to refer patients into secondary care.
  • To make appointments, bookings and admissions as required.
  • To keep abreast of the changing pathways affecting referrals and letters and criteria for referrals.  Be a source of resource for the practice.  Ensuring that the current referral form is available on EMIS.
  • To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
  • To respond to requests for information in a timely manner. 
  • To liaise with various departments within the NHS and private hospitals to expedite out-patient appointments etc., arrange urgent appointments and obtain results and information required by the doctors.  Ensuring that the relevant team member and/or patient is kept informed of progress.
  • To understand and utilise the protocol system in place
  • To assist with the gathering of statistics and information when required
  • To communicate effectively and promptly to all enquires using a high level of discretion, tact, diplomacy, and empathy in a calm and collected manner.  This will ensure a smooth, efficient, friendly, and welcoming practice.
  • To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries
  • To undertake any other duties that may be reasonably requested of the post holder to help the department run well

Requirements and prospects

Desired skills

  • Good communication skills, both written and verbal
  • Task driven
  • Confident
  • Attention to detail
  • Hard working
  • Articulate and willing to work in a team
  • Personal motivation
  • Good IT Skills

Personal qualities

Good interpersonal skills – Positive engagement, building relationships, questioning, and listening skills

Good written and verbal communication skills

Demonstration of patience, empathy, and problem-solving skills, when dealing with conflict

Desired qualifications

GCSE grade C or above in Maths and English desired but not essential

Future prospects

Having gained a year’s worth of work experience and a qualification as a Business Administrator, you would be able to work as an Administrator in the Primary Care sector or in another similar setting.


Things to consider

Can you get there within a reasonable time and cost?

Have you got the skills and qualities to deal with patients and communicate effectively?

Please note these dates should be used as a guideline only, should the right applicant be found the vacancy may close early

About the employer

This is a busy GP Practice serving the local community of Avonmouth, Lawrence Weston, Brentry and surrounding areas. Providing healthcare and preventative treatments. Ensuring each patient individual needs and experience are our first consideration and at the heart of everything that we do.


Pioneer Medical Group


Avonmouth Medical Centre

Collins Street


BS11 9JJ

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Training provider

JAG Training

Applications for this apprenticeship are being processed by JAG Training

You will have on the job training within the organisation and have an assigned Assessor who will provide you with additional training sessions and assessments to gain the Business Administrator Qualification. You will have an eportfolio to work through and gather evidence during your role as a Business Administrator at Pioneer Medical Group.


Business Level 3 Qualification includes the following modules:


            Principles of business administration

            Personal and professional development       

            Managing performance          

            Your organisation       

            Communication in a business environment

            Project management 

            ICT for business


The apprentice will be able to pick from the following units:

Providing services in an administrative environment 

Legal administration 

Medical administration 

Social media for business  

Marketing and sales  

Human resources environment         

Providing administration in the educational environment


This apprenticeship is delivered in the workplace. The apprentice gains the knowledge, skills, and experience for providing customer service including face-to-face, telephone, digital and written communications.

The apprenticeship training is tailored to the needs of the individual employer and is delivered by highly qualified and technically competent Assessor Trainers. The programme is a blended combination of on the job learning plus off the job, e-learning content, and professional discussions.

Additional training may be included such as short courses in speaking and listening skills or giving presentations as appropriate.


If the candidate has not achieved a GSCE Grade C or Level 4 in English and Maths, then they will also be required to pass: -


Functional Skills Maths Level 1/2

Functional Skills Maths Level 1/2


This qualification is assessed at the end point and is broken down into apprentice showcase, professional discussion, and observation.

Apprenticeship standard

Business administrator

Level 3 (A level)

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