Womens and Childrens Department - Business Admin Apprentice - North Middlesex Hospital NHST - London N18

• To provide an efficient and effective clerical and administrative support service to the Womens & Childrens Department
  


• To develop skills, knowledge and experience in all relevant aspects of administration and support of the Womens & Childrens Department Admin teams, through on the job training, regular meetings with colleagues and supervisors and participation in identified training programmes
  


• To develop a basic knowledge and understanding of Data Quality & Service Administrative processes
  

OBJECTIVES AND PURPOSE OF AN APPRENTICESHIP:

To efficiently undertake basic administrative duties which may include:

• Meeting and greeting visitors to the department.
  


• Providing reception assistance and cover.
  


• Dealing with queries, both face to face and via the telephone, taking messages and passing to appropriate team members in a timely manner
  


• Data input and extraction, ensuring records are maintained in a timely manner and to a high degree of accuracy
  


• General administration duties such as photocopying, filing, typing and sorting of mail
  


• To develop and provide a professional level of customer service for the department including: ad-hoc covering clinics, change/reschedule appointments for patients on Medway
  


• Responding to enquiries in a friendly, professional and courteous manner, resolving issues where possible or escalating to an appropriate team member when required
  


• Liaising with other departments across the Trust
  


• Portraying a professional image, and maintaining confidentiality at all times
  

ROLES & RESPONSIBILITIES SPECIFIC TO CBU5 Admin Apprentice:

• To undertake clerical duties e.g. Pulling, tracking and preparing case notes for audits, quality checks and validation checks to meet deadlines in line with Trust and departmental procedures
  


• To create from Qlikview reports for best data quality and validate against the external SCR system
  


• To identify and process possible duplications on the current internal patient system and validations
  


• To place existing hospital data into a workable format within excel and correct data inaccuracies from your findings through queries
  


• To work collaboratively within the Data Quality & CBU 5 Admin Teams and with other key members of staff, in particular, Coding, Health records, Access and Ward Admin
  


• Develop and provide a professional level of customer service for the department including: ad-hoc covering clinics, change/reschedule appointments for patients on Medway
  


• To acquire a good knowledge of the trusts recording processes, developing skills required to amend inaccurate data on the hospitals internal systems
  


• To support the Clinical coding team ensuring all amendments to data are made in line with coding deadlines
  


• To liaise with trust staff (ward clerks, OPD clerks) to ensure service changes are communicated
  


• To visit specialty areas to support missing activity recording and escalate recording issues to the CBU Data quality Officer
  


• To attend training and educational workshops as required
  


• To support Admin Officers to improve and develop the service, agreeing objectives and personal development
  


• To ensure that confidentiality is strictly adhered to in line with legislation and trust policies and procedures
  


• To work flexibly as part of a team and cover for colleagues as required
  

A business administration apprenticeship role will provide the candidate with highly sought after administrative and clerical experience, and will prove an attractive addition to any future CV/application. The North Middlesex University Hospital NHS Trust has many entry level administrative and clerical job roles, and should a vacancy arise for any of these in the future, a period of apprenticeship experience would be beneficial on application. Previous working knowledge of Trust procedures is also beneficial for future employment possibilities.

This job description is intended as a guide to the main duties of the post and is not intended to be a prescriptive document. Duties may change to meet the needs of the service or because of the introduction of new technology. This job description may be reviewed from time to time and changed after consultation with the post holder.

POLICIES

• Equal Opportunities Policy
  


• It is the aim of the Trust to ensure that no job application or employee receives less favourable treatment on grounds of disability, age, sexual orientation, sex, race, colour, nationality or ethnic or national origins or is not placed at disadvantage by conditions or requirements which cannot be shown to be justifiable.
  


• To this end the Trust has an Equal Opportunity Policy and it is for each employee to contribute to its success.
  
  Health and Safety
  

Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) to maintain a safe working environment for both staff and visitors. To observe obligations under organisational and departmental health and Safety Policies, maintaining awareness of safe practices and assessment of risk.

Data Protection

If required to do so, to obtain, process and/or use information

held on computer or word processor in a fair and lawful way in line with the Data Protection Act 1998. To hold data only for specific registered purpose and not use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed.

Customer Care

It is the aim of the hospital to provide patients and clients with the best possible care and services. In order to meet this aim all our staff are required at all times to put the patient and client first and do their utmost to meet their requests and needs courteously and efficiently. In order that staff understand the principles of customer care and the effects on their particular post and service, full training will be given.

Smoking Policy

The Trust provides a smoke-free work environment.

Confidentiality

The Trust is fully committed to encouraging its staff to freely contribute views on all aspects of health service activities, especially those on delivery of care and services to patients. However, you shall not either during or after the end of your employment (however it is terminated) divulge to any unauthorised person confidential information relating to the Trust. This includes, but is not limited to, information covering patients, individual staff records, industrial relations, financial affairs, contract terms and prices or business forecasts.

Your obligations of confidentiality under this clause shall not prevent you from raising genuine concerns about healthcare, or a belief that criminal conduct, breach of a legal obligation, health and safety breaches or damage to the environment has been, is being, or is likely to be committed, or any information tending to show any of the above has been, is being, or is likely to be deliberately concealed provided that such disclosure is made in good faith and in accordance with the provisions of the Public Interest Disclosure Act 1998 and the Trust’s Policy on Openness, a copy of which is available from the Human Resources Department.

Requirements and prospects
Desired skills

• Positive
  


• Team Player
  


• Patient
  


• Good attention to detail
  


• Literate
  


• Numerate
  

Personal qualities

• Friendly
  


• Approachable
  


• Ability to take direction and be lead
  

Qualifications required

• A minimum A* – C English and Maths or equivalent.
  

Future prospects

• Full time permanent employment