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Business & Administration Apprenticeship (Level 3)

Apprentice Level 3

Main area
Apprentice Level 3
Apprenticeship: 18 months
Full time - 37.5 hours per week
Job ref
Cheltenham General Hospital
£10,132 PA
Salary period
06/12/2021 23:59

Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have recently been awarded an improved CQC rating of Good and are proud of what we’ve achieved. 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.


Job overview

This Business & Administration apprenticeship at Gloucestershire Hospitals NHS Foundation Trust is an exciting opportunity to learn new skills and become part of the Ophthalmology Department.


Job Title:

Business & Administration Apprenticeship (Level 3)











Responsible and accountable to:

Ophthalmology Coordinator



Terms of contract:




GHNHSFT Apprenticeship Terms and Conditions, fixed term 18 months

£10,132 per annum; £5.18 per hour




Cheltenham General Hospital




37.5 hours per week; Monday to Friday



Main duties of the job

Under the direction of the Speciality Coordinator, the apprentice will provide general administrative support to all parts of the Ophthalmology admin team, although the main body of work may fall within the secretarial remit.  Whilst completing the apprenticeship the apprentice will provide efficient and effective administrative support to the team on both sides of the county depending on where the support is needed although the successful applicant will be mainly based in CGH.

The successful applicant will receive Induction and training appropriate to the activities he or she will undertake, and during this induction period will be enrolled to the Advanced (Level 3) Business and Administration Apprenticeship with the Training Provider.


Knowledge, Skills and Experience or Aptitude Required

  • GCSE Grade C/4 English & Mathematics C/4 or equivalent.

Please see person specification for further detail.

Working for our organisation

Our team are friendly and welcoming with our aim being to provide the best care for everyone.


The admin team comprises three smaller teams being the secretarial team, the AMD booking team and the Admissions booking team. 


Being part of the NHS community gives you access to lots of benefits such as generous holiday allowance, company pension scheme and discount schemes.

Detailed job description and main responsibilities

Key Result Areas

  • Filing of the high volume of Medisoft letters into patients notes daily.
  • Requesting and returning notes as required by the department or by Health Records.
  • Collection of the on call papers from the doctor on call and input onto Trakcare.
  • Input of the triage calls taken onto Trakcare for recording purposes.
  • Taking/collecting urgent notes or requests to relevant departments in order to minimise delays
  • Undertaking routine office duties including, electronic note tracking, scanning photocopy, answering the telephone, preparing correspondence to be sent out both internally and externally
  • To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
  • To cover colleagues during absences/annual/sick leave as directed by the Ophthalmology Coordinator. You may also be required to undertake job rotation for cross cover as well as for development and training purposes
  • May be required to help assist both the AMD booking team and the Admissions booking team which involves associated negotiation of theatre operative times/dates with patients attending clinic. Booking of appointment slots, sending letter and relevant information to patients and using the Trakcare (electronic patient record) system to undertake these procedures
  • Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team, as appropriate
  • Organisation of procedures in negotiation with the clinical staff and patients as requested by the line manager. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock facilities, external support (company representatives) and paperwork
  • Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner.
  • Answering the telephone and dealing with patient queries.
  • Helping to book PAC appointments when necessary to support Admissions Team.
  • Regularly informing the Ophthalmology Coordinator or line manager about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients etc.
  • Supporting the consultant staff by assisting with the production/transcription of medical staffing paperwork, such as references etc.
  • Diary Management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required.
  • Liaise with relevant team members to ensure that any process changes run smoothly and efficiently
  • Responsible for chasing queries where patient contact details are incorrect
  • Be flexible with the ability to alter activities and priorities as the need arises
  • Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager


Undertake any other appropriate duties commensurate with the role as required at the request of your supervisor and/or manager.


Communications and Working Relationships

Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

  • Training Provider
  • Apprenticeships and Careers Team
  • Medical staff both junior and senior including Consultants
  • Nursing Staff
  • Patients
  • Other Medical Secretaries/Ward Clerks
  • Outpatient Staff
  • Health Records
  • Pathology
  • Radiology
  • GPs and GP practices
  • Admin Manager


Please see the full job description and person specification by accessing the documents under the ‘Supporting Documents’ heading.

Person specification


Essential criteria
  • GCSE Level or equivalent Grade C (4) English, or equivalent (e.g. Functional Skills Level 2 Literacy) and Mathematics GCSE Grade C (4) or equivalent (e.g. Functional Skills Level 2 Numeracy)
  • Basic Knowledge of standard range of Microsoft Office Programmes
  • An understanding of the require to promote equality at all times and respect privacy and confidentially, acting appropriately and professional upon any sensitive information
  • Good communication skills, both written and verbal
  • Ability to work on own initiative, independently and as part of a team
  • Ability to work under instruction quickly and accurately
  • Ability to concentrate in a noisy environment with interruptions
  • Ability to deal with repetitive tasks such as filing in a Health Records environment
  • Ability to learn new skills including use of in-house patient administration system
  • Use of Visual Display Unit (VDU) for the majority of the day
Desirable criteria
  • Audio typing skills
  • Knowledge of Reception or customer facing skills/experience
  • Knowledge of general office duties
  • Able to professionally deal with occupational indirect exposure to distressing or emotional circumstances
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Documents to download

Apply online now

Further details / informal visits contact

Katharine Bird
Job title
Medical Secretary
Email address