Business Administration Apprentice – Medical/Team Secretary

HERTFORDSHIRE PARTNERSHIP UNIVERSITY NHS FOUNDATION TRUST

Herts (AL10 8YE)

Closes in 20 days (Friday 4 December 2026 at 11:59pm)

Posted on 13 November 2026

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Summary

 As a Business Administration Apprentice you will develop Level 3 skills while supporting our team. You will help prepare correspondence by transcribing clinicians’ voice recordings, manage waiting list, appointments and records, respond to enquiries, and provide professional, confidential administrative support.

• Wage:

  £15,600 for your first year, then could increase depending on your age

  National Minimum Wage rate for apprentices

  Minimum wage rates (opens in new tab)

  NHS employment benefits, including pension scheme access, annual leave, flexible-working consideration, structured supervision, mandatory training and continuing professional development, subject to eligibility and Trust terms and conditions.

• Training course: Business administrator (level 3)
• Hours: Monday to Friday 9am to 5pm, Working pattern to be agreed with the service; includes protected apprenticeship training time.

  37 hours 30 minutes a week

• Start date:

  Wednesday 9 December 2026

• Duration:

  1 year 9 months

• Positions available:

  1

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

• You will work with the Medical/Team Secretarial and wider multidisciplinary team within the Early Memory Diagnosis and Support Service
• You will receive supervision and on-the-job training while developing the knowledge, skills and behaviours required for the Level 3 Business Administrator apprenticeship
• Act as a professional first point of contact for service users, carers, staff and external agencies by telephone and email
• Prepare accurate letters, clinic correspondence, reports and appointment information using approved templates
• Develop copy typing, audio typing, note-taking and transcription skills, including the appropriate use of medical terminology
• Use Microsoft Office applications, including Word, Excel and Outlook, to produce documents, maintain spreadsheets and manage information
• Attending Multi-disciplinary Team meetings and Practice Governance Meeting and support team with preparing agenda and note taking
• Supporting the team with clinical auditing and ensure that the team is compliant with Key Performance Indicators
• Access and update electronic patient records and service databases accurately; full training will be provided
• Assist with diary management, appointment changes, room bookings and meeting arrangements
• Take meeting notes where required and produce clear, accurate records for review
• Maintain secure electronic and paper filing systems, following confidentiality, GDPR, information governance and records-management requirements
• Prioritise tasks, meet deadlines and escalate urgent or sensitive issues appropriately
• Provide general administrative and reception cover during staff absence or periods of increased workload
• Work positively with GPs, NHS colleagues, partner agencies and voluntary organisations while representing HPFT professionally
• Complete mandatory training and participate in supervision, apprenticeship reviews and personal development programme

What training will the apprentice take and what qualification will the apprentice get at the end?

Level 3 Business Administration standard

This will be a blended delivery, a mixture of Microsoft Teams and face to face. All training will take place on site and within your working hours.

Ixion Holdings will complete functional skills where necessary and will ensure Health & Safety, British Values and Equality & Diversity is embedded throughout the course.

Where you'll work

Trust Head Office
The Colonnades, Beaconsfield Close
Hatfield
Herts
AL10 8YE

Training

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

Training provider

IXION HOLDINGS (CONTRACTS) LIMITED

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.

Training schedule

Level 3 Business Administration standard.

This will be a blended delivery, a mixture of Microsoft Teams and face to face. All training will take place on-site and within your working hours.

Ixion Holdings will complete functional skills where necessary and will ensure Health & Safety, British Values and Equality & Diversity is embedded throughout the course.

Requirements

Desirable qualifications

GCSE in:

• English (grade Grade 4/C or above)
• Maths (grade Grade 4/C or above)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Problem solving skills
• Administrative skills
• Analytical skills
• Team working
• Initiative
• Patience

Other requirements

The role involves contact with people who may be distressed or have difficulty understanding information. It requires discretion, accuracy, resilience and strict confidentiality. The post is primarily office based at Rosanne House, with occasional cross-site working or reception cover depending on service need. Appointment is subject to NHS pre-employment checks and apprenticeship eligibility requirements.

About this employer

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an exceptional organisation with big ambitions. Our aim is to provide high-quality care and achieve great outcomes with and for the people and communities we serve, and in doing so demonstrate we are the leading provider of mental health and specialist learning disability services in the country.

With a workforce of over 4,000 people and an annual income of some £380 million, the Trust provides integrated health and social care

As a University NHS Foundation Trust, HPFT continues to develop strong links with the University of Hertfordshire, providing excellent learning and development opportunities, as well as strengthening our clinical research capability.

There has never been a more exciting time to join HPFT; we are proud to be rated as Outstanding by the CQC and that our staff would recommend us as a place to work and be happy with the standard of our care if a loved one needed it

Our values and behaviours have been developed by over 800 service users, carers and members of staff. They describe how we aim to be with service users, carers and each other. By living our values, we will deliver our ambition to be a leading provider for everyone we work with.

 

Our values set the tone for:

 

• The way we plan and make decisions.

• The way we behave with service users and each other.

• The kind of colleagues we recruit.

• The way we induct, appraise, and develop our staff.

Putting the people who need our care, support, and treatment at the heart of everything we do – always.
Consistently achieving the outcomes that matter to the individuals who use our services, and their families and carers, by working in partnership with them and others who support them.
Providing the very best experience of joined-up care in line with what service users and carers have told us makes ‘Great Care’.

 

 

 

 

 

 

 

 

 

 
 

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

Company benefits

NHS employment benefits, including pension scheme access, annual leave, flexible-working consideration, structured supervision, mandatory training and continuing professional development, subject to eligibility and Trust terms and conditions.

 

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

Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).

On successful completion, the apprentice will have transferable Level 3 business administration skills and experience in an NHS setting. Potential progression may include Medical/Team Secretary, Senior Administrator, Personal Assistant, clinical administration, records, HR, finance or team-coordination roles, subject to vacancies and recruitment requirements.

Ask a question

The contact for this apprenticeship is:

IXION HOLDINGS (CONTRACTS) LIMITED

Ramamoorthy Shanmugavelu

ramamoorthy.shanmugavelu@nhs.net

078812648366

The reference code for this apprenticeship is VAC2000064165.

Apply now

Closes in 20 days (Friday 4 December 2026 at 11:59pm)