Business Administration Apprentice – Division D (Dermatology)

We are delighted to offer a Business Administrator Level 3 apprenticeship in Division D (Dermatology & Paediatric Dermatology Service). This is one of Trust’s largest outpatient specialties that operates multiple daily clinics and outpatient surgical procedure lists both at CUH and surrounding areas. 

Key duties and responsibilities:

Communication and Customer Service

• Provide and receive information effectively, communicating in a professional, courteous, and friendly manner at all times
• Welcome and assist patients, relatives, colleagues, and Trust staff, ensuring a positive and professional image is maintained through behaviour, attitude, and appearance
• Respond to telephone enquiries, take messages accurately, and escalate complex queries appropriately
• Liaise with colleagues to resolve enquiries and ensure smooth service delivery
• Communicate effectively via email with patients, representatives, colleagues within the Trust, and external providers

Administrative and Organisational Duties

• Plan and organise a range of routine administrative tasks to meet daily deadlines and departmental standards
• Book, cancel, and amend clinic appointments, surgical procedures, and patient transport as required
• Maintain accurate records and update patient information in line with Trust policies
• File, retrieve, and manage correspondence and documentation efficiently
• Collect, distribute, and manage incoming and outgoing mail
• Follow a structured schedule of work to ensure all deadlines are achieved
• Carry out general administrative duties as required to support the department

IT and Systems Use

• Use Trust IT systems in line with policies and procedures
• Ensure accurate data entry and record-keeping across relevant systems
• Support administrative processes using electronic systems and databases

Service Delivery and Improvement

• Work effectively as part of a team, contributing to a high-quality administrative service
• Use initiative to problem-solve and respond to day-to-day issues
• Identify and share suggestions for service improvements to enhance patient experience and operational efficiency
• Ensure all appointments and administrative processes align with Government targets and Trust performance standards

Safety, Environment and Resources

• Assist in maintaining a safe, clean, and professional working environment
• Report any issues relating to maintenance, repairs, or waste management in line with Trust procedures
• Support the efficient use of resources, including monitoring stock levels and placing orders where required

Confidentiality, Safeguarding and Professional Standards

• Maintain strict patient confidentiality at all times in accordance with Trust policies and data protection regulations
• Treat all service users with dignity and respect
• Adhere to Trust policies, procedures, and professional standards in all aspects of work

Team Support and Coordination

• Provide administrative support to senior staff, including diary management and coordination of meetings
• Assist in arranging meetings, preparing documentation, and taking minutes where required

Training and Development (Apprenticeship Component)

• Participate in training and development activities to support achievement of apprenticeship requirements
• Undertake rotations across administrative areas within the Dermatology service to develop knowledge and understanding of the wider service
• Build skills and competencies required to perform the role effectively and support career progression

Additional Responsibilities

• Undertake any other duties appropriate to the role as delegated by the line manager.

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Team working
• Initiative
• Time management
• Enthusiastic
• Positive work ethic
• Keen to learn
• Understand confidentiality
• Motivation
• Punctuality

• English (GCSE or equivalent) GCSE, grade 4/C or above (Essential)
• Maths (GCSE or equivalent) GCSE, grade 4/C or above (Essential)