Administrator Apprentice (Medical Illustration)

Great Ormond Street Hospital; Greater London; On-site; GBP 20,000 - 22,000; Full time

Job summary

Great Ormond Street Hospital is seeking an Administrator Apprentice to join the friendly Medical Illustration team. You will develop administrative, customer service and organisational skills while supporting clinical photography and videography services aiding patient care, education and research across the hospital.

The role is a 2-year fixed-term apprenticeship (18 months in training), with a pathway to Band 4 after completion.

Qualifications

• Essential: GCSE English and Maths at level 2 or above.
• Essential: experience in customer service or administrative roles.
• Desirable: Level 2 Apprenticeship Healthcare Administrator with Medical Terminology.
• Desirable: experience handling sensitive information.
• Experience of working as part of a diverse team.
• Experience of contributing to an inclusive workplace culture.

Responsibilities

• Be the first contact point to staff, patients and families.
• Advise patients, families and staff on consent and confidentiality for medical photography.
• Book appointments for patients into EPR and support photographers in booking.
• Monitor the Medical Illustration work queue in EPR to ensure timely appointments.
• Liaise with clinical specialties to ensure appointments occur within timeframes.
• Enter data accurately in the Job Management System and report errors to the Head of Medical Illustration.
• Raise safeguarding concerns and support staff in doing so.
• Raise infection control issues to staff.
• Support decontamination process for dental equipment and coordinate with the decontamination service and Head of Medical Illustration.
• Assist with outpatient clinic cancellations and notify relevant parties per policy.

Skills

Customer service

Administrative experience

Communication skills

Teamwork

Handling sensitive information

Education

GCSE English and Maths (A-C, 4-9) Functional Skills Level 2

Level 2 Apprenticeship Healthcare Administrator with Medical Terminology (Desirable)

Tools

Databases

Job description

Job overview

We are looking for an Administrator Apprentice to join our friendly and busy Medical Illustration team at Great Ormond Street Hospital. This is an exciting opportunity to develop administrative, customer service and organisational skills. You will support the delivery of clinical photography and videography services that contribute to patient care, education and research across the hospital.

We are looking for someone who is:

Friendly, professional and committed to delivering excellent customer service.

Organised, reliable and able to manage competing priorities.

An effective communicator with good verbal and written communication skills.

This is a 2 year fixed-term post and the Apprenticeship is for 18 months. After successful completion of the Apprenticeship will move to Band 4.

We are unable to guarantee permanent employment at the end of the apprenticeship.

Main duties of the job

• To be the first point of contact to staff, patients and their families.
• To advise patients, families and staff on consent and confidentiality issues for medical photography
• To book appointments for patients into the (EPR) and support the photographers in the patient booking process
• To monitor the Medical Illustration work queue in EPR to ensure appointments are booked within the correct timescales
• To liaise with clinical specialties to ensure patients have appointments within given timeframes.
• Accurate data entry in the Job Management System; identify and report errors or concerns to the Head of Medical Illustration
• To ensure safeguarding concerns are raised and to support staff in doing so
• To ensure infection control concerns are raised to staff.
• To ensure the decontamination process of dental equipment for Medical Illustration is actively managed and to raise any issues in a timely manner to the decontamination service and Head of Medical Illustration
• To facilitate the process when outpatient clinics need to be cancelled ensuring all relevant parties are notified in-line with the Trust’s DNA, cancellation and no response policy

Working for our organisation

We are committed to recruiting the best person for the job through a fair, open and consistent process that is free from bias and discrimination.

We are working towards becoming an anti-racist organisation. This means creating a workplace where every colleague feels seen, heard and valued, and where racism in any form has no place. Our anti-racism commitment is backed by action through our Anti-Racism Statement and action plan, developed in collaboration with our REACH staff network.

We actively challenge discrimination, dismantle barriers and embed equity across all aspects of our workforce, including recruitment, progression and development. All applicants will receive equal consideration regardless of race, ethnicity, nationality, religion or belief, sexual orientation, gender identity, age, disability, health condition or employment history.

We particularly welcome applications from ethnically diverse communities, people with disabilities or long-term health conditions, and LGBTQ+ community members. We are proud to be a Disability Confident Employer, a member of the Business Disability Forum, and a Stonewall Diversity Champion.

Our staff networks, including REACH, PRIDE, ENABLED and Women’s Networks, are active and executive supported. These employee-led networks play a vital role in shaping an inclusive culture at GOSH and are open to all colleagues.

Together, we are building a culture where inclusion is not optional - it is essential.

Detailed job description and main responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. For both documents please view the attachment/s below.

Person specification

GOSH Culture and Values

Essential criteria

• Collaboration - We work together to deliver safe, consistent, patient-centred care. Respect - We treat everyone with respect, kindness and equity. Curiosity - We stay curious to drive innovation that delivers exceptional patient outcomes.
• Experience of working as part of a diverse team.
• Experience of contributing to an inclusive workplace culture

Academic/Professional qualification/Training

Essential criteria

• GCSE or equivalent in English and Maths (A-C, 4-9) Functional skills Level 2

Desirable criteria

• Level 2 Apprenticeship Healthcare Administrator with Medical Terminology

Experience/Knowledge

Essential criteria

• Previous customer service or administrative experience
• Awareness of handling sensitive information

Desirable criteria

• Experience of using databases

Skills/Abilities

Essential criteria

• Ability to work alone and as part of a team using own initiative when necessary
• Good computer keyboard skills
• Ability to work under pressure and willingness to learn
• Excellent interpersonal and communication skills, both oral and written
• Ability to work with distressing material/ability to handle sensitive situations