Medical Secretary / Receptionist Apprentice Weaver Vale Practice

This is an exciting opportunity if you are interested in developing skills and experience as a Medical Secretary. The successful candidate will be providing secretarial support to the staff and acting as a point of contact for patients at Weaver Vale Practice within Hallwood Health Centre (Runcorn).

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Closing date: 22 Feb 2024

Apprenticeship summary

  • Annual wage

    £10,296.00 to £20,319.00

    Based on a weekly wage of £198 per week at £5.28 per hour.

    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 9am to 5pm (including 30 minutes unpaid lunch break).

    Total hours per week: 37.5

  • Expected duration

    18 Months

  • Possible start date

    25 Mar 2024

  • Date posted

    31 Jan 2024

  • Apprenticeship level

    Advanced
    Level 3 (A level)

  • Reference number

    VAC1000226893

  • Positions

    1 available

What you will do in your working day

Job Summary:

  • Provide general secretarial support to the practice manager, doctors and health professionals involving word processing and audio typing skills.
  • Provide a point of contact for patients and act as a focal point of communication between patients, doctors and other medical staff.
  • Receive, assist and direct patients in accessing the appropriate service or healthcare in a professional in a courteous, efficient and effective way.
  • Provide general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
  • Provide efficient, helpful, informative and supportive reception and administration  services to patients and members of the primary health care team.  

Principle Responsibilities:

  • Provide an efficient audio, copy typing and word processing service for GPs and health professionals as required. This includes the typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner.
  • Assist the practice manager with all clerical and administrative duties.
  • Make appointments, bookings and admissions as required in relation to referrals.
  • Liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
  • Establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure.
  • Retrieve medical records and assist the completion of medical/insurance records.
  • Receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages and dealing with appropriate queries.
  • Maintain the computer clinic system in an accurate and secure manner, including keeping referral templates up to date.
  • Receive and dispatch mail and maintain a pending system.
    Advise patients of relevant charges for private services, accept payment and issue receipts for same.
  • Respond to all general enquiries and requests for assistance from patients and other visitors.
  • Maintain generic email box and appropriately sign post to correct recipient.
  • Receive and make calls as required.  Divert calls and take messages ensuring accuracy of detail and prompt appropriate delivery.
  • Maintain skills using patient appointment system.
  • Ensure that correct systems are in place for data capture for enhanced services including data searches.
  • Adhere to confidentiality policy at all times.
  • Supplies management - in liaison with the Deputy Practice Manager, maintain adequate supplies of office stationery.
  • Communicate effectively, promptly and appropriately with patients and team members.
  • Modify method of communication with patients to suit the situation, recognise problems/barriers and take action or seek help at an early stage when they arise.
  • Contribute to and take notes for staff meetings.
  • Contribute to the implementation of services by applying practice policies, standards and guidance.
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work.
  • Participate in audit where appropriate.
  • Prioritise own work and work effectively with others to prioritise team and practice workload.

Postscript: The post holder may be required to undertake other related duties not specifically mentioned above.  Any changes to this role specification will be made in consultation with the post holder.

The training you will be getting

Business Administrator, Level 3.

Fortnightly attendance at Riverside College, Widnes. 

Personal/Professional development - the post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
  • Undertake training needed to ensure competencies for delivering all responsibilities.
  • Attend and contribute to in-house training events.
  • Undertake regular mandatory training.

What to expect at the end of your apprenticeship

There may be an opportunity to continue with the company and to apply for other roles for successful candidates. 


Requirements and prospects

Desired skills and personal qualities

Communication skills, IT skills, Attention to detail, Organisation skills, Customer care skills, Administrative skills, Team working, Initiative, Microsoft packages, Able to work flexibly, Able to prioritise, Interest in healthcare

Qualifications

GCSE or equivalent 4 GCSE's including English and Maths (Grade Grade A*-C (9-4)) Essential

Things to consider

Weaver Vale Practice operates a No Smoking Policy and is an equal opportunities employer. Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

About the employer

Weaver Vale Practice is a busy service based within Hallwood Health Centre. The centre offers GP appointments, Practice Nurse Appointments and home visits where it is not possible for patients to attend surgery.

Employer

Weaver Vale Practice

Address

WEAVER VALE PRACTICE

HALLWOOD HEALTH CENTRE

HOSPITAL WAY

WA7 2UT

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Training

Training provider

RIVERSIDE COLLEGE

Adjustments for experience

You could reduce your training time, or finish your apprenticeship faster, if you have relevant prior learning or experience. This could be relevant:

  • training
  • qualifications, like an NVQ in a relevant field
  • industry or sector experience

Contact

Joanna Smith

joanna.smith@riversidecollege.ac.uk

0151 257 2800

Apprenticeship standard

Business administrator

Level 3 (A level)

Demonstrating experience

If your application is successful, you will have a chance to discuss your relevant prior learning or experience with your training provider and employer. You will all need to agree any adjustments to your training plan.

You should be prepared to show your competence, and evidence of relevant qualifications


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