Administrative Clerical Apprentice – Cowes Medical Centre


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Full Time

Here at The Isle of Wight College we work with a number of employers, in a vast array of industries. A fantastic opportunity has arisen to work for Cowes Medical Centre as an Administrative Clerical Apprentice.

If you are ready for a new challenge and want to work in a fast-paced environment, this could be the perfect role for you.

Cowes Medical Centre provide a wide range of services and are now looking to appoint an enthusiastic apprentice to join their Coding, Data and Scanning team, owing to previous apprentice success.

The main responsibility of the Coding, Data and Scanning Team is the administration of the clinical paperwork incoming and outgoing (patient discharge summaries, consultant clinic letters, patient letters etc).

This involves following a protocol so that the process is safe and effective.

To thrive in this role, the successful candidate will enjoy administration, data entry and have a good understanding of the implications of what they are coding, filing or processing. You will develop a broad understanding of General Practice and knowledge of medical terminology/clinical coding process.

There is the potential to develop further to more specialists coding, and extended admin support for clinicians and clinical practice.

Key Tasks and Responsibilities

  • Monitor CowesMC emails (for all incoming alerts, patient correspondence etc.)
    • Scan incoming correspondence using clinical codes into the Practice medical computer system, and forward to the appropriate person as per the protocol, making sure to enter coded information accurately and consistently. Prepare and return correspondence received incorrectly to originator
    • Check incoming pathology results distribute to clinicians
    • Archive paper documents after period of retention according to protocol
    • File and retrieve paper medical records
    • Photocopy, laminate, bind documents/letters as required
    • Receive and distribute incoming post to departments within surgery
    • Observe complete confidentiality at all times
    • Ensure security of practice online access and data
    • Basic IT support e.g. printer supplies, contact helpline for extra support
    • Staff room duties e.g. load and empty dishwasher, check and record fridge temperatures
    • To carry out any other duties as may reasonably be requested by your line manager, the GPs or Practice Business Manager
  • Processes – follow a process for downloading, matching document to patient/recipient – check entries for accuracy
  • Data entry – ensure accurate data entry for each document
  • Planning – work within a team to plan areas of work, prioritise workload
  • Organisation – organise system used for each task, communicate with wider team once a completion of task has achieved. Consider processes and how the can be improved
  • Audit of workplace process


Desired Skills:

•             Excellent communication skills – written and verbally

•             Competent in using IT to enable support when required to the IT team

•             Effective time management – Planning & Organising

•             Ability to work independently

•             Problem solving

Personal Qualities:

•             Eager to learn new skills

•             Strong organisation skills

•             Forward thinker

•             Ability to work under pressure

Apprenticeship Standard:

  • Level 3 Business Administration Apprenticeship Standard
  • 18 – 24-month Apprenticeship
  • Functional Skills in Maths and English if required and if not previously achieved GCSE grade 4/C or above
  • There is a requirement to complete 20% off the job training, time spent either learning something new, other courses or any support work that is not in your usual role will also be counted
  • Attendance at college as required for monthly workshops

Working Week

  • 37 hours per week
  • Monday to Friday


  • £159.10 per week

The current National Minimum Wage (NMW) rate for apprentices is £4.30 per hour. This applies to 16-18-year-old apprentices and those aged over 19 in the first year of their Apprenticeship. For all other apprentices the National Minimum wage appropriate to their age applies. The Minimum Wage for Apprentices applies to time spent on the job plus time spent training. For more information visit:

Once qualified and dependant on needs of the business at the time of apprenticeship completion, there may be the potential for a permanent position.

So, if this sounds like the next step you want to take with your career, then please apply with a cover letter and CV telling us why you feel you would be the ideal person to take on this brilliant opportunity!

*Please note applications without a CV or covering letter will not be considered.

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