Apprentice Medical Secretary (Level 3/Advanced) - KT&A3013

Employer Description

Just outside the Ashford area, this GP surgery is a busy teaching practice providing medical services to approximately 7800 patients and operates from renovated premises with an onsite dispensary. We use  Emis Web clinical system, have a CQC rating of Good, and achieve high QOF points. We are part of Ashford Rural PCN group and have a close working relationship with Ivy Court, Charing and Woodchurch surgeries. Applicants should consider their transport options, as the position is based in a rural location

Travel Information:

Applicants should consider their transport options, as the position is based in a rural location. Hamstreet is on a bus route and does have a local train station that’s walkable from the station

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Description of Vacancy

This vacancy is to join other health care professionals delivering vital services to patients who are on the journey of improving or maintaining their health. You will need to demonstrate a positive and professional impression of yourself and the GP Practice by delivering efficient secretarial and admin support to patients, clinical and management  staff. and visitors. The role includes a variety of administration support including some non NHS work

• To develop 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, safety netting, recalls, INR star, etc. in an accurate and quality manner.
• To learn to Readcode patient condition in emis via the docman workflow folder.
• To assist the practice manager & team leaders with all clerical and administrative duties.
• To make appointments, bookings and admissions as required.
• To liaise and arrange meetings (to include the booking of rooms) as required and to attend meetings and take minutes.
• To inform patients of their test results
• To coordinate and complete the necessary items for the Cardiology GPWSI service.
• To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure
• File patient records and correspondence in patient medical records.
• 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 maintain the computer clinic system in an accurate and secure manner.
• To assist with the gathering of statistics and information when required.
• To assist with cover for members of the secretarial team during periods of sickness and annual leave.
• In liaison with the clerk responsible, maintain adequate supplies of office stationery in order to perform secretarial duties.

• To take the evening post
• To receive and dispatch mail and maintain a pending system.
• To answer patient queries
• To scan post when required
• To process repeat prescriptions when required

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

Wage

£8.60 per hour

£318.75 per week

Pay reviews considered on consistent achievement and performance

Hours

37.5 hours per week

Mon: 9am - 5pm

Tues: 9am - 5pm

Wed:  9am – 5pm Study session

Thur:  9am – 5pm

Fri:     9am – 5pm

30 minute unpaid lunch break each day

20% paid time during working hours is given to complete training, referred to as "Off the Job Training"

Skills Required

Excellent communication skills, both written and verbal. Excellent IT skills with good sound knowledge of Microsoft office.

Personal Qualities

This position requires strong organisational skills, attention to detail and the ability to manage multiple tasks efficiently in a fast- paced environment.

Qualifications Required

GCSE Grade 9 - 4 (or A - C) in English and Maths as a minimum. Or equivalent qualifications in these subjects.

Training Provided

On the job training with the employer whilst working towards the Apprenticeship Standard - Business administrators have a highly transferable set of knowledge, skills and behaviours that can be applied in all sectors. This includes small and large businesses alike; from the public sector, private sector and charitable sector. The role may involve working independently and as part of a team and will involve developing, implementing, maintaining and improving administrative services. Business administrators develop key skills and behaviours to support their own progression towards management responsibilities.

Regular work based assessments/observations carried out by Kent Training & Apprenticeships Tutor Assessor, together with virtual training sessions and action plans, to determine competency and meet with Awarding Body standards.

Additional Detail

As of 1st April 2024, the NMW for Apprentices is £6.40 per hour. This applies to 16-18 year old Apprentices and those aged 19 and over in the first year of their Apprenticeship. For all other Apprentices the Apprentice National Minimum wage appropriate to their age applies.

The wage for Apprentices applies to both time spent on the job plus time spent in training.

Important Information

The employer has asked that you do not contact them directly. Doing so could jeopardise your application. You will be responsible for your travel expenses to and from your place of work. Therefore, you must have the means to get to your place of work on a daily basis whilst waiting for your first wages to be paid.

KT&A: Kent Training & Apprenticeships are part of Kent County Council and are leading training organisation with over 30 years successful experience. KT&A specialise in high quality work-based training, delivered by qualified staff with personal experience of working in the skill area they teach.