Business Administration Apprenticeship

We are a friendly and supportive team working in the Specialist Weight Management Service in Gloucestershire Hospitals NHS Foundation Trust.
As an apprentice, you will be an integral part of the team, working alongside administrators and clinicians on a daily basis and supporting them to provide an excellent level of care to our patients.
This interesting and varied role will help you gain a variety of skills, undertaking various administrative tasks across the department; including clinic preparation in readiness for outpatient clinics and the production of clinic letters to various clinicians and patients.
The proposed interview date is 25th November, Main Duties include:
- Taking / making telephone calls which will include dialogue with hospital colleagues and patients
- Undertaking tasks as requested by the Senior Administration and Clerical Assistant, SWMS Co-ordinator and clinicians
- Clerical tasks as required i.e., faxing, photocopying, answering the phone to support the team
- Undertaking collation tasks when required, such as distributing meeting paper work and making up clinical packs
- Support with the organisation of group sessions both virtual and face to face
- Accurate message taking and delivery to relevant personnel
- Prepping of on-line patient records
- Inter-departmental communication with all levels of staff
- Collecting/ordering and prepping of patient case-notes as required
- Scanning of documents and on-line filing
- Processing incoming and outgoing correspondence
- Taking minutes of meetings and distributing accordingly
- Archiving of health records and documents
- Adding new referrals on to in house system.
- Data input tasks
- Attending and participating in team meetings
- Daily use of the in-house computer programmes; eg Trak and Infoflex
- Undertaking other appropriate duties, commensurate with the role as required as requested by the Senior A&C Assistant, SWMS Co-ordinator and clinicians, To attend all mandatory components of the Apprenticeship Framework including:
- Corporate induction
- GHNHSFT mandatory training
- Department based vocational assessments
- Progress review meetings
To undertake training as required and agreed with the mentor, supervisor and external assessor and complete competencies relevant to the work area / department
To support the admin duties listed within the advert and on the Job Description, on both hospital sites as and where required:
The successful candidate will be expected to:
Provide and receive complex and sensitive information. and follow policies established for their own role and roles within their team with the ability to create their own procedures and the ability to comment / implement and propose changes to practices.
Demonstrate own activities / training to new or less experienced employees.
Provide expertise in managing all the administrative functions needed to perform the role.
Communications and Working Relationships:
- Patients, relatives and carers
- Dietitians and Psychologists
- Nursing staff
- Management staff including Secretary Supervisor and General Management team
- Medical Secretaries
- Support staff, e.g. interpreters, domestic staff
- IT staff
- GP practice personnel
- Volunteers
- Apprenticeships and Careers Team
- Training Provider
Most Challenging part of the job:
- Learning in-house systems and processes
- Filing and archiving of hospital notes
- Dealing with patients/relatives/hospital personnel frequently with complex and sensitive issues
- Dealing with anxiety and aggression from patients/relatives/hospital personnel
- Unpredictable work pattern due to interruptions from telephone enquiries, visits from internal and external personnel
- Physical effort and working conditions
- Prolonged use of PC for the majority of the working day
- Dealing with sensitive and confidential information
Other job requirements:
- Comply with Trust and Departmental policies and procedures e.g. Health and Safety at Work Act (1974), Manual Handling, clinical equipment competency, risk management, Data Protection Acts and patient confidentiality at all times. This will include demonstrating compliance with the terms of all safeguarding policies and processes relevant to the safeguarding of adults and children in the care of GHNHSFT and to undergo regular mandatory training concerned with safeguarding matters.
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales
- Ensure a smart, professional image that enhances the public perception of the Trust and the professionalism of its staff is portrayed.
- Contribute positively to the effectiveness and efficiency of the teams in which he/she works
- Actively participate in the Trust's appraisal/development conversation process. Undertake training as necessary in line with the development of the post and as agreed with line manager as well as maintain and complete the Level 3 Business Administration Apprenticeship within the timeframe.
The health and wellbeing of our staff and patients remains the priority of the Trust. Vaccination remains the best chance we have of conquering COVID and the Trust encourages everyone to take up this offer.
Please note, this vacancy may close as soon as sufficient applications have been received, so please apply as soon as possible if you are interested. The Recruitment Team are unable to accept any applications after the position has closed on NHS Jobs.

Business Administration Apprenticeship
Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.
As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.
As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.
By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support., Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.