Business Administration Apprentice (Cardiology Department) - Intermediate (Level 2)


Shrewsbury and Telford NHS Hospital

Training Provider:

Telford College

Weekly wage £155.63
37.5 hours per week Monday to Friday to be worked between 8am to 6pm
duration: 13 months
start: 13 July 2020
Intermediate (Level 2)
Business and Administration (apprenticeship standard)
7 July 2020 (application closing date)
We have an exciting opportunity for an Administration Assistant Apprentice to join our busy Secretarial team in the Cardiology Department, based at The Royal Shrewsbury Hospital. The successful candidate will assist the medical secretaries to provide an efficient secretarial service to the clinical team and patients.


Job Purpose

  • The post holder is to work within the Cardiology Department and provide an administrative support service for the Medical/Support Secretaries, helping to prioritise work to ensure deadlines are met. Induction Training to be given in the Department. 
  • Develop and maintain effective communication skills to ensure a high quality service is provided when liaising with patients, GP’s and all other internal and external contacts.
  • To maintain good communication with health professionals and other groups within the Trust to ensure that patients receive appropriate and timely care.

Main duties and responsibilities:

  • To use the Trust’s Patient Administration System (PAS) SEMA and be responsible for inputting accurate patient data.
  • To answer queries within own range of knowledge, using own initiative and seeking assistance where required.
  • Answering telephone calls promptly and courteously, assisting the caller or redirecting the call as appropriate.
  • To open, sort and distribute incoming correspondences as appropriate.
  • Develop and maintain a knowledge and expertise of all Health Records in order provide a comprehensive service to all as required.
  • Undertaking photocopying tasks as and when required. Responsible for ensuring photocopier is maintained, liaison with the company engineer and ensuring stocks of peripherals are available.
  • To assemble, maintain and collate patients’ records in the department as appropriate.
  • Maintain an efficient filing system ensuring all information is filed accurately and promptly and in accordance with Trust Policy.
  • Ensure that when handling patient information, or discussing patient needs, confidentiality guidelines are strictly adhered to and that close attention is given to the Trust’s Confidentiality Policy and Information Governance guidelines.
  • Prepare papers as requested.
  • Retrieve Medical records and update tracking system.
  • To actively participate in team meetings as appropriate.
  • Support other staff as requested in a professional manner with various administration duties.
  • Keep up to date with technological developments with regard to developing appropriate skills in the use of current office technology e.g. word processing, spreadsheets, databases, electronic mail, etc.
  • Maintain and encourage safe working practices and environment in accordance with local Health and Safety Policies.
  • To adhere to agreed policies, procedures and protocols.

Responsibilities for Education and Training:

  • Ensuring own mandatory training is undertaken for non-clinical staff (such as safe moving and handling, fire prevention etc.) and attend other relevant training programmes to keep up to date
  • Taking part in the Personal Development Review process, identifying own training needs for continued personal development

Communication and relationships:

Patients, Consultants, medical staff, medical secretaries, radiotherapy and chemotherapy, specialist nursing staff, ward clerks, other hospitals and members of the public.

Infection Control:

The prevention and management of acquired infection is a key priority for the Trust. The post holder is required to ensure, as an employee, that his/her work methods are compliant with the Trust’s agreed policies and procedure and do not endanger other people or themselves. 

  • All staff must be aware of infection prevention and control policies, practice and guidelines appropriate for their duties and must follow these at all times to maintain a safe environment for patients, visitors and staff 
  • All staff must maintain an up to date knowledge of induction, prevention and control policies, proactive and procedure through attendance to annual mandatory updates and on-going continuing professional development
  • Any breach of infection control policies is a serious matter which may result in disciplinary action
  • All staff have a responsibility to challenge poor infection prevention and control practices of others and to report any breaches, using appropriate Trust mechanisms (e.g. incident reporting policy)

Health and Safety:

As an employee of the Trust you have a responsibility to:

  • Taking reasonable care of your own Health and Safety and that of any other person who may be affected by your acts or omissions at work
  • Co-operating with the Trust in ensuring that statutory regulations, codes of practice, local policies and departmental health and safety rules are adhered to
  • Not intentionally or recklessly interfering with or misusing anything provided in the interests of health and safety

Information Governance:

The Trust is committed to compliance with Information Governance standards to ensure that all information is handled legally, securely, efficiently and effectively. You are required to comply with the Trust’s Information Governance policies and standards. Failure to do so may result in action being taken in accordance with the Trust’s Disciplinary Procedure.

Confidentiality and Security - Your attention is drawn to the confidential nature of information collected within the NHS. Whilst you are employed by the Trust you will come into contact with confidential information and data relating to the work of the Trust, its patients or employees. You are bound by your conditions of service to respect the confidentiality of any information you may come into contact with which identifies patients, employees or other Trust personnel or business information of the Trust. You also have a duty to ensure that all confidential information is held securely at all times, both on and off site.

Disclosure of Information - The unauthorised use or disclosure of information relating to the Trust’s activities or affairs, the treatment of patients or the personal details of an employee, will normally be considered a serious disciplinary offence which could result in dismissal. Upon leaving the Trust’s employment and at any time thereafter you must not take advantage of or disclose confidential information that you learnt in the course of your employment. Unauthorised disclosure of any of this information may be deemed as a criminal offence. If you are found to have permitted the unauthorised disclosure of any such information, you and the Trust may face legal action.

Information Quality and Records Management - You must ensure that all information handled by you is accurate and kept up-to-date and you must comply with the Trust’s recording, monitoring, validation and improvement schemes and processes.

Professional Standards and Performance Review:

As an employee of the Trust you have a responsibility to:

  • Participate in statutory and mandatory training as appropriate for the post
  • Maintain consistently high personal and professional standards and act in accordance with the relevant professional code of conduct
  • Take responsibility for the maintenance and improvement of personal and professional competence and to encourage that of colleagues and subordinates
  • Participate in the Trust’s appraisal processes including identifying performance standards for the post, personal objective setting and the creation of a personal development plan in line with the KSF outline for the post

Safeguarding Children and Vulnerable Adults:

  • We all have a personal and a professional responsibility within the Trust to identify and report abuse. This may be known, suspected, witnessed or have raised concerns. Early recognition is vital to ensuring the patient is safeguarded; other people (children and vulnerable adults) may be at risk. The Trust’s procedures must be implemented, working in partnership with the relevant authorities. The Sharing of Information no matter how small is of prime importance in safeguarding children, young people and vulnerable adults

Future Prospects

This is a great way to get experience in the NHS and the Trust is looking to develop the right individual to enable them to secure a permanent post within our organisation at the end of the 13 month placement.

Reality Check

Telford College are managing this vacancy on behalf of this company. As part of the screening process of applications, you will be contacted by Telford College and invited in for a face to face interview and assessments as part of our screening process.

Applicants should note, that where it is deemed that a Disclosure and Barring Service (DBS) check is required, it will be the applicants responsibility to cover the cost of the check.

Skills Required

  • To have a basic knowledge of Microsoft Office, Excel and Outlook as well as Power Point and Access
  • To have excellent communication skills

Qualities Required

  • To be an effective team player
  • To be ambitious
  • To have a can do attitude
  • To be able and willing to learn how to communicate effectively and sensitively with colleagues, members of the public and others from a variety of backgrounds
  • To have an appreciation of the importance of maintaining confidentiality as appropriate to the role
  • To have the commitment to undertake and achieve an apprenticeship at level 2 within 12 months
  • To be willing to develop new skills
  • To have a professional, smart appearance
  • To be able to demonstrate attitudes and behaviours that align to Trust Values
  • To be able to work with limited supervision but seek advice when appropriate
  • To be able to carry out routine clerical tasks following instructions
  • To have a high level of accuracy and attention to detail
  • To be flexible with an ability to prioritise and work to deadlines

Qualifications Required

  • Minimum of 4 GCSEs or equivalent (9–4/A*-C) (including maths and English Language or equivalent)
  • IT skills demonstrated through a formal qualification

Training Provided

  • Level 2 Diploma in Business & Administration
  • Functional Skills in English, mathematics and IT at level 1 or 2 (if required)
  • Employment Rights and Responsibilities
  • Personal Learning and Thinking Skills
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