Apprentice Renal Outpatient Administrator

Summary

An exciting apprenticeship opportunity has arisen within our dynamic and fast-paced Outpatient Team in the Renal department. You will become part of a highly efficient team responsible for the overall running and administrative support of all outpatient clinics, including contact with patients both on the phone and face-to-face at our reception.

Wage

£14,918.80 for your first year, then could increase depending on your age

National Minimum Wage rate for apprentices

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Training course

Business administrator (level 3)

Hours

Monday - Friday either working 8am-4pm or 9am-5pm.

37 hours 30 minutes a week

Start date

Monday 18 August 2025

Duration

1 year 4 months

Positions available

2

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

During your apprenticeship, you will learn how:

To assist with the preparation of outpatient clinics, ensuring all case notes are complete, including referral letters, and results of investigations filed appropriately.
To provide reception cover during outpatient clinics.
To book, cancel, alter, or reinstate outpatient appointments, being mindful of Trust and National waiting time targets.
To answer telephone enquiries in a professional manner, seeking advice and guidance to ensure appropriate action is taken in accordance with rules on patient confidentiality and data protection.
To ensure date quality monitoring is kept up to date in accordance with Trust policy.
To ensure stationery levels are adequate and relevant clinical paperwork is available for outpatient clinics.
To deal with routine filing and mail dispatch.
Any other routine tasks as required by the department manager to meet the needs of the service.
To provide cover within areas of the outpatient team as required.
To provide helpful, customer-focused responses to all patient and relative enquiries, and enquiries from other departments.
To treat patients and their relatives in a professional and caring manner, keeping them informed of any delays or changes.
To refer minor verbal complaints from patients and relatives to the Department Manager as appropriate.
Liaise closely with colleagues both within & outside the Trust to ensure patients receive the highest quality of service.
To ensure that the quality of outpatient correspondence / written instructions issued to patients is of a high standard (comprehensive, legible, plain English etc.)

Where you'll work

Queen Alexandra Hospital
Southwick Hill Road
Portsmouth
PO6 3LY

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

College or training organisation

HTP APPRENTICESHIP COLLEGE LTD

Your training course

Business administrator (level 3)

Understanding apprenticeship levels (opens in new tab)

What you'll learn

Course contents

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

The apprenticeship is being supported by our training partner, HTP Apprenticeship College. You will be assigned an Apprenticeship Coach who will support you to achieve the Level 3 Business Administrator apprenticeship standard.

You will be developing Knowledge, Skills, and Behaviours in the following areas:

IT
Record and Document Production
Decision Making
Interpersonal Skills
Quality Planning
Project Management
Business Processes

As part of the off-the-job training, you will complete a portfolio of evidence, attend online workshops, have time to study independently, undertake research and write assignments.

The apprenticeship is assessed independently at the end of the practical training. The assessments include an online multiple-choice test, a business project and presentation and a professional discussion based on a portfolio of evidence.
The training will generally take place in the workplace, and you will be given study time to complete your apprenticeship.

More training information

You will be fully supported by our training partner, HTP Apprenticeship College. They will visit you in the workplace every month, and you will also have the opportunity to join knowledge sessions either face-to-face or via Teams.

Requirements

Desirable qualifications

GCSE in:

English (grade 4-9 or A*-C)
Maths (grade 4-9 or A*-C)

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
IT skills
Attention to detail
Organisation skills
Customer care skills
Problem solving skills
Administrative skills
Number skills
Team working
Initiative
Non judgemental
Patience

About this company

Portsmouth Hospitals University NHS Trust,are proud to provide expert, compassionatecare. They support the local population of about 675,000 residents across Portsmouth and south east Hampshire and care for many people beyond.

https://www.porthosp.nhs.uk/ (opens in new tab)

Disability Confident

A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long-term health condition. This includes non-visible disabilities and conditions.

You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.

After this apprenticeship

It is hoped that on successful completion of the apprenticeship, you will be able to secure a permanent role within the Trust.

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