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Business Administration Apprenticeship

Gloucestershire Hospitals NHS Foundation Trust
£12,514.32 per annum
Closing date
23 Jul 2024

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We are a friendly and supportive team of administrators working in the very busy Oncology Department 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 audio typing /voice recognition processes for the production of clinic letters to various clinicians and patients.

Main duties of the job

The main duties include:

Taking / making telephone calls which will include dialogue with hospital colleagues and patients

Accurate message taking and delivery to relevant personnel

Prepping of on-line patient records

Collecting/ordering and prepping of patient case-notes as required

Producing clinic lists for clinicians

Scanning of documents and on-line filing

Processing incoming and outgoing correspondence

Training in reception desk duties

Audio typing of dictated letters and processing of actions within dictations

Processing of voice recognition dictated clinic letters and actions

Taking minutes of meetings and distributing accordingly

Archiving of health records and documents

Registration of new patients

Data input tasks such as Day-Cases and Helpline activity

Daily use of the in-house computer programmes eg Trak and Infoflex

About us

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.

Our Trust values each and every one of our apprentices and offers continued support and guidance. Many apprentices have successfully completed and remained with our Trust in a variety of areas

Job description

Job responsibilities

Key Result Areas:

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

- Oncology Consultants and their teams

- Nursing staff

- MDT Co-ordinators

- Pathology

- Radiology

- Management staff including Secretary Supervisor and General Management team

- Medical Secretaries

- Support staff, e.g. interpreters, domestic staff

- Reception colleagues

- IT staff

- GP practice personnel

- Volunteers

- Apprenticeships and Careers Team

- Training Provider

Most Challenging part of the job:

- Learning in-house systems and processes

- Unpredictable work pattern due to interruptions from telephone enquiries, visits from internal and external personnel

- Providing copious amounts of notes for internal clinics to a deadline

- Filing and archiving of copious amounts 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

- Providing copious amounts of notes for internal clinics to a deadline

- Filing and archiving of copious amounts of hospital notes

- Relief admin cover in the Oncology Department at short notice

- Contribute towards the implementation of Service Improvement Projects in Oncology

- Physical effort and working conditions

- Prolonged use of PC for the majority of the working day

- Regular cross-site working

- Dealing with sensitive and confidential information

- Unpredictable work pattern due to interruptions from telephone enquiries, visits from internal personnelOther 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 Trusts 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.

Person Specification



  • Educated to GCSE grade D (3) or above (or equivalent) in literacy and numeracy



  • Good communication skills both written and verbal
  • Ability to answer and make phone calls professionally


  • Office or customer facing skills / experience

Knowledge & Skills


  • An enthusiasm to actively contribute to the Oncology Department activity
  • Ability to work under instruction, quickly and accurately
  • Ability to work flexibly
  • Ability to prioritise and deal with queries simultaneously

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust


Oncology Centre CGH

Sandford Road


GL53 7AN

Any attachments will be accessible after you click to apply.


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