Business Administration Apprentice - Health Records

Dudley Group NHS Foundation Trust; Dudley; On-site; GBP 13,000 - 18,000; Full time

Job summary

The Dudley Group NHS Foundation Trust is offering a Business Administration Apprentice role in the Health Records Department for 18 months. The apprenticeship provides salary, training, and support to achieve a professional qualification, with a focus on accurate medical records and patient administration.

Applicants should be proactive, self-motivated, and respectful, and must be willing to learn and adapt to the evolving demands of the service, including occasional driving duties for notes

Qualifications

• Maths and English GCSE grade D or above (or Functional Skills Level 1).
• NVQ Level 2 in Business and Administration or equivalent.

Responsibilities

• Trained in Medical Records main library environment and on reception as first point of contact for patients.
• Ensure demographic details are correct on the PAS system and support to deliver and manage case notes.

Skills

Pro-active

Self-motivated

Caring and Respectful

Education

GCSE Maths & English D or 3-9

NVQ Level 2 in Business & Administration

Tools

MS Word

MS Excel

MS Outlook

Hospital patient administration systems

Job description

Business Administration Apprentice - Health Records

Main area Health Records Grade Apprenticeship Contract Apprenticeship: 18 months Hours Full time - 37.5 hours per week (The department opening hours are 6am-8pm Monday-Friday. - At The Dudley Group, we understand the benefits of offering a range of flexible working options from day one of employment to support both employees and the Trust. Offering flexible working opportunities is one of the ways that the Trust aims to attract and retain a diverse workforce. Further information on the options available can be found via the link in the job advert.) Job ref 253-0926-8250404

Site Centafile and all 3 hospital sites Town Dudley Salary £15,600 National Apprentice Wage Salary period Yearly Closing 08/10/2026 23:59

Job overview

An exciting opportunity has arisen for one Business Administration Apprentice to join the Health Records Department at The Dudley Group NHS Foundation Trust.

Our Business Administration apprenticeship offers you the chance to earn a salary, gain valuable experience and new skills, whilst supported to achieve a professional qualification

The Dudley Group NHS Foundation Trust is looking for individuals who are:

• Pro-active
• Self-motivated
• Caring and Respectful

Individuals will also be keen to learn and develop new skills and willing to be flexible to meet the changing demands of the service.

Health Records Clerk's role are to make sure that all case notes are available for patients events within the Trust including emergency and elective.

Those with a driving licence over the age of 21, will be added to the driving rota for delivery of urgent and elective case notes. A vehicle is supplied for this purpose.

Main duties of the job

You will be trained in Medical Records main library environment. Once trained, training will be undertaken on reception being the first point of contact for patients attending for appointments making sure all demographic details are correct on the PAS system.

• Apprenticeship standard - Business Administration, Level 3
• Training provider - Dudley College
• The programme is a fixed term contract for 18 months

Candidates must have:

• Maths and English - GCSE grade D or above, grade 3 to 9, or equivalent in Functional Skills at Level 1.

Please Note: you will need to provide original certificates as proof of these qualifications.

Successful candidates who have a GCSE grade D/3:

• If aged 16 to 18 will be required to complete Functional Skills and achieve Level 2.
• If aged 19 or above, are strongly recommended to complete Functional Skills and achieve Level 2.

Candidates who hold the following qualifications are not eligible:

• A degree / degree level qualification or higher in Business Administration or similar related subject
• NVQ/QCF / Apprenticeship Standard Level 3 or higher in Business Administration

Candidates who have previously started or part completed a Business Administration Level 3 Apprenticeship, must declare this on their application.

Working for our organisation

At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of “excellent health care, improved health for all”. We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.

As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our flexible working options and by making reasonable adjustments where possible. We believe no-one should have to sacrifice family, friends, or their personal interests for work. We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise.

As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise.

Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values.

Detailed job description and main responsibilities

Please refer to the attached job description for full details of the main duties and responsibilities that the post holder is required to undertake

Qualifications

• Maths & English at GCSE grade D or above / 3 – 9, or the equivalent Functional Skills at Level 1
• NVQ level 2 in Business and Administration or equivalent

Knowledge and Training

• Knowledge of Microsoft Office products including, MS Word, MS Excel and MS Outlook
• Awareness of confidentiality
• Willing to undertake future training development
• Knowledge of hospital patient administration systems

Experience

• Demonstrated work experience
• Problem solving

Communication & Relationship Skills

• Good interpersonal skills
• Demonstrates a responsible attitude to their work
• Commitment to developing a professional approach to colleagues, patients, and visitors
• Ability to work as part of a team and/or individually

Anaytical & Judgement Skills

• Willing to learn and develop
• Interest in pursuing a formal apprenticeship in administration
• Able to use own initiative

Planning & Organisational Skills

• Good organisation skills
• Good timekeeping
• Reliable

Physical Skills

• To be able to commute to meet the needs of the role
• Hold a UK driving licence

Equality, Diversity, Inclusion and Trust Values

• Able to provide safe, caring and effective services.
• Values and behaviours that reflect the Trust Values of Care, Respect and Responsibility.
• Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong and their contribution is valued.

Using AI for jobs applications:

Whilst we encourage the use of technology to help manage time and support innovation. However, it is your responsibility to ensure your application is personalised and clearly reflects your own skills and experiences. While AI can assist with drafting, it should only be used as a support tool. The content must be your own work and accurately represent your knowledge, abilities, and values. Over-reliance on AI-generated content may result in your application being rejected. A common issue arises when we receive multiple applications with identical or overly generic language.

The use of AI during assessments, including interviews, is not permitted unless it has been pre-approved as part of a reasonable adjustment. For digital interviews, you may be asked to provide a 360-degree view of your surroundings on camera and confirm that no additional devices are present. If we suspect AI is being used during an interview, we may pause the process to clarify or adjust our approach to questioning.

Caring for patients demands integrity, honesty, and accountability. We expect your application and participation to be authentic and a genuine reflection of your own experiences and values.

In line with UK Home Office rules, Band 2 clinical and non‑clinical roles, and Band 3 non‑clinical roles, are not eligible for visa sponsorship.

Non‑clinical roles at Agenda for Change Bands 7–9 that meet the required skill level (RQF 6) and salary threshold are eligible for sponsorship.

The Trust will also accept applications from candidates who can evidence their existing right to work in the UK or who hold an alternative eligible visa.

RECRUITMENT EQUALITY STATEMENT

We are committed to equal opportunities and want to ensure our workforce is representative of the population we serve. We welcome applications from all sections of the community and diverse groups. It is essential we understand our demographics, in order that we can monitor our performance as an equal opportunity employer, as well as continuing to embed a culture of inclusivity across the organisation, which supports the active participation and contribution of our diverse staff groups in the Trusts decision making processes . On application the shortlisting manager will not see this criterion and therefore it cannot be part of their decision making. Please ensure you complete your equal opportunities questions for us and help us to make sure everyone is welcome.

The Trust is committed to employing and supporting people with disabilities. It is the Trust’s policy to interview all candidates with a disability who meet the minimum ‘essential’ criteria as identified on the person specification. To ensure we know you have a disability, please inform us under the appropriate section on the application form. We welcome applications from the LGBTQ+ community and openly encourage people with different sexual orientation, gender identity and expression to apply to join our team. We promise to respect and encourage the use of all pronouns and will not purposefully mis-gender anyone.

We are governed by the public sector equality duties and by our values of Care, Respect and Responsibility to ensure we eliminate discrimination, harassment, victimisation and any other behaviour that is unlawful, undermines our core values and/or falls short of our Behaviour Framework. We want all of our staff to ‘call out’ any behaviour from colleagues, patients or visitors that constitutes the above and appropriate action be taken.

We will, at every opportunity, advance equality and inclusivity for all staff, at all levels within the organisation, by removing or minimising disadvantage, encouraging participation and taking all relevant steps to meet the needs of anyone who shares a protected characteristic. We will also foster good relations between persons who share a protected characteristic by tackling prejudice and promoting understanding at every opportunity.

We have staff Networks in place to help support staff experience of diverse staff groups and inform us on the actions, interventions and support what we need to put in place to improve the working lives and daily experiences of all colleagues and all teams. Anyone can join the networks and we take pride in having Allies as part of every network within the organisation.

By submitting an application for a position with this organisation, you are declaring that the information given is true and complete, any deliberate omission, falsification or misrepresentation will be grounds for rejecting the application or subsequent dismissal, and where applicable, for positions that requires registration with a professional body, you authorise us to make the required employer checks on your professional registration status.

Employer certification / accreditation badges

You must have appropriate UK professional registration.

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.