Apprentice Administration Assistant Level 3
Job Description
Job summary
Occupational Health Apprenticeship Business Administrator
An exciting Department at King's College Hospital NHS Foundation Trust. We are seeking applications from enthusiastic individuals who are keen to work in this varied and fast paced environment, supporting the staff of Kings College Hospital NHS Foundation Trust.
You will join a lively and enthusiastic team, who are committed to caring for the staff that care for our patients. You will carry the full remit of administration duties, supporting our multidisciplinary occupational health team in the provision of a high quality service to the employees of the Trust and our external contracts. Training will be provided on site and on the job. Successful applicant will be required to work across both sites: Denmark Hill and Orpington Hospital.
Apprenticeship Business Administration Level 3 Fixed term for up to 24 months.
Main duties of the job
To deal with patient and staff enquiries clearly, by phone, email and in person promptly, efficiently and politely, resolving local issues and relaying messages where necessary. To ensure that clinical questions are directed appropriately in a timely manner.
To provide reception cover for all clinics including, the welcoming of patients, booking follow-up appointments, keeping patients informed of delays to their appointment and maintaining accurate records of patient attendance, departure time, appointment outcome and ensuring patients personal details are updated.
To manage the appointments system, ensuring that all necessary documentation is available to the clinical staff as required, and that appointments are accurately recorded. Liaison with departmental staff, employees and external clients.
To monitor waiting times for appointments and to alert the Administration Coordinator of difficulties as necessary. To produce daily appointment sheets for clinics.
To ensure that all patients are registered accurately on the computer system prior to their appointment and to record their attendance.
To maintain the filing systems in good order and to deal with paperwork associated with appointments.
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
Job responsibilities
OTHER DUTIES AND RESPONSIBILITIES
To undertake adhoc project work as directed by the Administration Coordinator.
To work in collaboration with the operational staff across all the contracts.
To be conversant with word-processing and to participate in the staff-training programme as requested.
To maintain confidentiality at all times and to observe the confidentiality of patient and staff information in accordance with the requirements of current Data Protection Legislation.
To undertake regular supervision and yearly performance review under the direction of the Reception Manager.
To be fully conversant with Statutory Health & Safety Regulations and notify any problems to the Reception Manager
The job holder has a general duty of care for the health, safety and well-being of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.
The post holder will carry out their duties as an employee and service provider withdue regard for all the relevant Trust's policies.
Learning & development
Any Trust internal systems that require training will be delivered by the Trust on site and in working hours.
The apprentice will work under the supervision of the senior administrator.
Day to day training will be provided on the job through direct teaching, observation, simulation and practical application. Off the job learning is supported through workshops, online learning, shadowing, writing assessments/assignments/workbooks and practical training.
You will work towards the completion of the Level 3 Business Administration apprenticeship programme.
Person Specification
Essential
Essential
- Educated to G.C.S.E. level A - C or Equivalent
- Good communication skills both Verbally & Written
- Ability to record accurate information
- Ability to prioritise; to be organised and flexible
Desirable
- Ability to demonstrate commitment to and skills in customer care
- Previous experience of working in a team
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
King's College Hospital NHS Foundation Trust
Address
King's College Hospital NHS Foundation Trust
34 Love Walk, Denmark Hill
London
SE5 8AD
