Apprentice Outpatient Services Administrator

Transformationunitgm; Scarborough; On-site; GBP 24,000 - GBP 27,000; Full time

Job summary

A healthcare provider in Scarborough is looking for an Apprentice Outpatient Services Administrator on an 18-month fixed term contract. The role involves administrative support for outpatient clinics, including managing appointments and processing patient referrals. Successful candidates will undergo training and transition to a permanent position upon completion. Ideal for those 16 and over, this position offers a salary between £24,465 - £26,598 per annum with benefits including NHS pension and holiday allowance.

Benefits

Access to NHS Pension Scheme

27 days holiday increasing with service

Confidential counseling through Employee Assistance Programme

Qualifications

• Good written and spoken English.
• Able to work as part of a team.
• Methodical and highly organised.

Responsibilities

• Create accurate database entry and case notes for patients.
• Administer and process referrals via the electronic booking system.
• Manage patients through outpatient administrative processes.

Skills

Excellent verbal and written communication skills

Excellent interpersonal skills

Ability to communicate with staff at all levels

Education

Educated to GCSE Level or equivalent

Job description

Main area Administration Grade Band 2-3 runthrough Contract 18 months (18 months fixed term during training, moving to band 3 post on successful completion of qualification) Hours Full time - 37.5 hours per week (Up to 37.5 hours (Full and Part Time Hours considered)) Job ref 419-7509438-AA-O

Employer York and Scarborough Teaching Hospitals NHS Foundation Trust Employer type NHS Site Scarborough Hospital Town Scarborough Salary £24,465 - £26,598 per annum Salary period Yearly Closing 16/02/2026 23:59

Apprentice Outpatient Services Administrator - Scarborough

Band 2-3 runthrough

Please note that contact with applicants will usually be by email, and so please check all of your mail folders regularly (unfortunately some providers filter our messages into junk mail folders).

Our Values

• We are KIND
• We are OPEN
• We pursue EXCELLENCE

We are looking for applications from people who share our values to help make us a valued and trusted partner within our care system, that delivers safe effective care to our local population.

Job overview

This post is offered initially for a 18 months fixed term period and you will be paid Band 2 whilst you undertake Customer Service Apprenticeship Level 2. On successful completion of your apprenticeship you will bepromoted to Band 3 Outpatient Services Administrator position.

Outpatient Appointment Services provide an essential administrative and telephony support service to a range of Outpatient clinics across the Trust which includes booking new patients and follow up appointments in accordance with the Referral to Treatment Policy.

To apply for this exciting opportunity, you will need to meet the following criteria :

• Aged 16-18: If you do not hold English and Maths at GCSE grade A-G / 1-9, Functional Skills Level 1, or an ENIC UK–recognised equivalent (proof of achievement will be required), you will be required to undertake these as part of the funding rules.

Aged 19 or over: English and maths is not required.

• Be 16 years old or older and not in full time education.
• Provide proof of UK residency.

**Please review the attached ‘Guidance for Applicants’ document to ensure you meet the eligibility criteria to undertake an apprenticeship.**

Main duties of the job

• Create accurate database entry and case notes for patients not currently registered on the Trust’s core patient database
• To administer and process referrals via the electronic booking system eRS in accordance with the Referral to Treatment Policy
• To manage patients through Outpatient administrative processes and pathways in accordance with Standard Operating Procedures
• To process all new patient appointments within agreed timescales and in accordance with consultants’ requests and Speciality booking rules
• To make follow-up appointments in accordance to booking rules, at the request of both internal and external customers
• To monitor, maintain and update electronic worklists and ensure that items are actioned in a timely manner, taking remedial action where necessary
• To receive and accurately process any clinic amendments or cancellations ensuring that the patient is supported by the Referral to Treatment guidelines and booking rules
• Duties also involve covering the Outpatient reception desk and Call Centre using effective and efficient customer service skills to ensure our patients experience a consistent welcoming approach from our staff and will also include dealing with patients ringing into the Department to book, change or cancel Outpatient appointments.

Working for our organisation

To find out more about what it is like to work for our Trust please visit the following link:

We offer a range of benefits to support our staff including:

Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants

27 days holiday rising to 33 days (depending on NHS Trust service)

A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully . If you would like to discuss a potential relocation package, please speak to the recruiting department/manager at interview stage .

A variety of different types of paid and unpaid leave covering emergency and planned leave

Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme

NHS Car Lease scheme and Cycle to Work scheme

An extensive range of learning and development opportunities

Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers

For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.

Detailed job description and main responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

For more information on the Apprenticeship and overview of modules, please see document 'Customer Service Practitioner Apprenticeship Overview' attached.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: [email protected] .

As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

Person specification

Education, Qualifications and Training

• Educated to GCSE Level or equivalent. English at C or above – or equivalent qualification/demonstrable experience.
• Good written and spoken English

Skills & Attributes

• Excellent verbal and written communication skills
• Excellent interpersonal skills
• Ability to communicate with staff at all levels

Aptitude & Personal Qualities

• Able to work as part of a team
• Able to show flexibility and adaptation to service requirements
• Methodical and highly organised

Experience and Knowledge

• Previous office/administrative experience in an NHS environment.

Please note that some of our substantive vacancies may be available on a smaller number of hours than advertised. If you would be interested in applying on this basis, we would encourage you to contact the appointing manager to enquire further.

DBS Checks

Please be aware that all new employees starting work with us will be charged for the cost of their DBS check if it is required for the role. The cost will be deducted from your salary either in 1 payment or over a six month period once you start employment. By applying you are agreeing to this undertaking. If you are successful you will be asked to confirm if you wish to pay in one amount or in instalments. The charges are currently £27.38 for a standard check and £55.38 for an enhanced check. The level of check will be determined by the post you are applying for.

Please note that Volunteers and Bank only staff will not be charged.

The Disclosure and Barring Service (DBS) offers a confidential checking service for transgender applicants in accordance with the Gender Recognition Act 2004. This is known as the sensitive applications route, and is available for all levels of DBS check - basic, standard and enhanced.

The sensitive applications route gives transgender applicants the choice not to have any gender or name information disclosed on their DBS certificate that could reveal their previous identity. To contact the sensitive applications team, please telephone [phone] or email [email protected] .

Use of Artificial Intelligence (AI)

Please note, the selection processes at York & Scarborough Teaching Hospitals are in place to ensure we recruit candidates with the right skills and values. We remain vigilant against candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills. You will be required to acknowledge that you are aware of this before submitting your application.

Agile and Flexible Working

We are committed to helping all staff balance their work with other commitments and have recently launched our new Agile and Flexible Working policy to support this, entitling all staff to request flexible working from day one – for all posts. We encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Employee Assistance Programme (EAP)

All our employees have access to a free, confidential counselling and wellbeing support service. Our EAP is available 24/7, 365 days a year.

Relocation Package

The Trust offers a generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss relocation further, please speak to the recruiting manager at interview.

A bit more about us and the surrounding area

York and Scarborough Teaching Hospitals NHS Foundation Trust is situated in a fantastic part of the country that is home to two national parks, a beautiful coastline, and the city of York - consistently voted one of the best places to live in the UK. We provide a comprehensive range of acute hospital and specialist healthcare services for approximately 800,000 people living in and around York, North Yorkshire, North East Yorkshire and Ryedale - an area covering 3,400 square miles.

Our annual turnover is approaching £0.5bn. We manage eight hospital sites and have a workforce of around 10,000 staff working across our hospitals and in the community.

Sponsorship

Please note: Under current Home Office Immigration Rules we are unable to offer sponsorship for roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria. Currently, this rules out sponsorship for Band 2, and some Band 3 roles. In addition to this, there are a number of other roles not eligible for sponsorship, therefore applicants requiring it may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa .

Employer certification / accreditation badges

Application numbers

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.