Job Title: Apprentice Clinical Site Management Administrator

Job Location: London

Job Type: Part Time (20 hours per week)

Salary: Various rates of pay above £345/Week

Job Start: ASAP

Qualification:  Business Administration Apprenticeship Level: 3
Duration: 20 months

Apprenticeship Delivery: Work based qualification. A tutor will visit you every 4-6 weeks in your work place.

Duties to include:

To support the Clinical Site Management team in the timely safe and appropriate placement of patients within the Trust.  To provide accurate bed status to the Clinical Site Manager.

Work force

-Assist the Clinical Site Manager/Outreach Nurse Practitioner with issues that may arise during the course of the shift.

-Will be expected to use own initiative, however advice is available from Clinical Site Managers/Line Manager when required

-To attend for annual personal development review with line manager and/or Clinical Site Manager

To maintain accurate record keeping and confidentiality whilst performing all tasks and duties.

-Use Electronic Patient Record System, obtain and deliver results of investigations, being aware of patient breach times.

-To request and trace medical case notes as required.

-To order taxi cabs/transport for patients/staff as required.

-Out of hours, ensure all notes and x-rays are available as necessary and are ready for patients being admitted and are available to go with the patient to the ward.

-To be able to assess the patients’ timings on the EDIS screen and inform the Clinical Site Manager before a patient is about to breach.

-On a daily basis, with the consent of the patient, as necessary, notify relatives/GPs/Social Services of transfers both within and without the hospital.

-Inform GPs/Social Services of the death a patient following an enquiry regarding their admission.




-To ensure a personal duty of care in relation to equipment and resources used in course of work.

-Ensures security of prescription forms used by Outreach Nurse Practitioners




Key Result Areas & Performance:

-To have experience working in an administrative role

-Knowledge of procedures and systems acquired through training and experience

Progress chasing other NHS Trusts regarding repatriation of patients to and from other hospitals

-Dealing with and solving transport issues in the absence of the Clinical Site Manager

-To assist the EBME Department out of hours by being a contact for staff who require medical equipment from the medical equipment library.

-To participate in relevant training courses as identified within the Personal Development Review process, in addition to the mandatory courses supplied by the Trust.

-Responsible for providing training to new starters, allowing staff to shadow them on their induction period. Demonstrates and explains practices and procedures to new or less experienced staff and colleagues.

-To assess and refine the procedures that are used to help ensure that information that is required from colleagues and external partners is accurate and up to date.

-To maintain office systems to promote effective working practices.

-To participate in team building training days

-Report any Health & Safety issues to manager or relevant personnel

-Process data on computer using different systems

-To use the CMS web based systems to accurately record and return information

-Out of hours and at weekends when there are no ward clerks available, ensure that PAS data is recorded and kept up to date on a Trust wide level.

-To ensure that accurate data entry is performed using Access for any Outreach/CSM audits

-To assist the Clinical Site Manager by taking calls, out of hours and at weekends, from staff reporting sick and using e-roster put their shifts out to bank.



Future Prospects
After successful completion of the apprenticeship and meeting the competences in the job description you can apply for a substantive post.

Training provided

Skills required

-Proven admin and clerical experience ideally in a ward administrator setting

-Able to communicate effectively with the multi disciplinary teams

Ability to progress chase to ensure timely repatriation of patients

-Ability to deal with sometimes sensitive queries and issues

-Computer literate with a good knowledge of Microsoft Office and be able to work multiple systems

-To be able to understand procedures required for bed bureau to function efficiently



Qualifications required

-A-C in Maths and English or equivalent (level 2 in key skills or functional skills)

-Willing to commit towards an Apprenticeship



Personal qualities



Good time-keeping

Flexible – able to work weekends and nights, all range of shifts

If you wish to find out more about this opportunity, please send through your CV to or call him on 0207 701 2982.