SCYPS Business Administration Apprentice | East London NHS Foundation Trust

EAST LONDON NHS FOUNDATION TRUST; Greater London; On-site; GBP 12,000 - 20,000; Full time

Job summary

A healthcare organization in East London is seeking an Apprentice Administrator to support the Specialist Children and Young People Service. This apprenticeship offers hands-on experience while completing a nationally recognized qualification. The successful candidate will manage administrative tasks, maintain communication with patients, and contribute to the health and wellbeing of local communities. Candidates must be 16 or older and ready to work 37.5 hours weekly. Join us to build your career in the NHS.

Benefits

Paid apprenticeship

Regular supervision and support

Qualifications

• Must be 16 years or older and able to work 37.5 hours a week.
• No prior learning in the same subject is required.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Produce accurate records and documents including emails and reports.
• Ensure incoming correspondence is dealt with promptly.
• Draft and send outgoing electronic and manual correspondence.
• Receive and handle incoming calls appropriately.
• Manage diary and appointment systems efficiently.

Skills

Verbal Communication

Written Communication

Time Management

Problem-Solving

Customer Service

Job description

Introduction

Launch your career in East London NHS Foundation Trust! Join our team as an apprentice and gain hands‑on experience while learning valuable skills. Apprenticeships are a great way to earn while you learn. If successful for this post, you will be in a paid job gaining valuable industry workplace experience whilst completing a nationally recognised qualification.

Here at ELFT we’re offering a fantastic opportunity for growth and development as an Apprentice Administrator completing a Business Admin Level 3 apprenticeship in the Specialist Children and Young People Service (SCYPS). The individual will be a part of a diverse group of professionals offering specialist care and support to children and young people in and around Newham. The post‑holder will be expected to work across the various services within SCYPS if needed.

Our mission is to make a positive difference to people’s lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.

Responsibilities

• 1. Produce accurate records and documents including, but not limited to, emails, letters, files, payments, reports, proposals and waiting list management.
• 2. To ensure that all incoming correspondence (both electronic and manual) is dealt with and responded to in an accurate and timely fashion, redirected to appropriate respondents where required, and escalated as needed.
• 3. Drafting and sending outgoing electronic and manual correspondence, including reminding patients of forthcoming appointments and to post other correspondence related to patients, carers, GP's, schools etc.
• 4. To format reports to Microsoft Office Word and other software, as well as other general word processing duties, including general correspondence, appointment letters, clinic outcome letters.
• 5. To receive all incoming calls to the Service and deal with appropriately in a courteous and helpful manner.
• 6. To deal with a range of queries from the public and other agencies in a polite and helpful manner, whilst working in receptionals on telephone and face‑to‑face encounters, seeking advice and guidance from Team Secretaries or Operational Manager.
• 7. To take and promptly pass on accurate notes and information, exercising independent judgment and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.
• 8. To ensure that calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.
• 9. To manage the diary and appointments system and inform clinicians of their appointment arrivals.
• 10. To ensure that staff have filled in the diary and updated the appointments system.
• 11. To co‑ordinate and oversee room bookings and report any problems as appropriate.
• 12. To access patient records and update accordingly type correspondence when required.
• 13. To maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.
• 14. To maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaire set care kept up to date inline with record‑keeping policies.
• 15. To open, close and archive and file patient files as appropriate inline with recording‑keeping policies.
• 16. To book interpreters and translators for clients appointments and monitor confirmation of bookings and act as appropriate.
• 17. To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.
• 18. To update patient information on files and on IT database systems ensuring data quality is monitored and any concerns raised.
• 19. To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating, faxing and as required.
• 20. To provide administrative support to the service for presentations including setting up of equipment, providing handouts and refreshments as appropriate.
• 21. To ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.
• 22. To receive regular one‑to‑one and team supervision from the line manager.
• 23. To work flexibly in order that essential priority tasks are recovered and dealt with, including covering reception when required.
• 24. To report to the line manager any issue that is of concern relating to health and safety of the building.
• 25. To have excellent verbal, written and communication skills.
• 26. To assist in inducting new staff to reception, filing and administration systems.
• 27. To have the ability to remain calm and sensitive in difficult and stressful situations.
• 28. To provide administration support to community clinics as required.

Eligibility Requirements

• Potential apprentices must be 16 years old or above (there is no upper age limit).
• You must not have prior learning in the same subject that you wish to do an apprenticeship in.
• You must have been living in the UK for the last 3 years.
• If you are on a Visa, you must have a valid visa that covers the length of the apprenticeship contract; read more about whether your visa is suitable here – Apprenticeship Visa Requirements.
• You must be able to access public funds and not already be in full‑time education.
• You must be able to work 37.5 hours a week.

Role Overview

The post holder will feel passionate about contributing to the health and wellbeing of our local communities. He/she will want to develop their career in the NHS and demonstrate a commitment to learning and desire to complete an apprenticeship qualification alongside work‑based learning.

The responsibilities of the role are to support and engage with different parts of the organisation and interact with internal or external customers. With a focus on adding value, the role of business administrator contributes to the efficiency of an organisation, through support of functional areas, working across teams and resolving issues as requested. The flexibility and responsiveness required allow the apprentice to develop a wide range of skills.

The business administrator is expected to deliver their responsibilities efficiently and with integrity – showing a positive attitude. The role involves demonstrating strong communication skills (both written and verbal) and adopting a proactive approach to developing skills. The business administrator is also expected to show initiative, managing priorities and own time, problem‑solving skills, decision‑making and the potential for people‑management responsibilities through mentoring or coaching others.