Lewisham And Greenwich NHS Foundation Trust, Apprentice Clinical Site Management Administrator

Positions: x1

Weekly Wage: £344.94

Working week:
Monday – Friday, 9.00am – 6.00pm 

Apprenticeship duration: 
20 months

Apprenticeship level: 
Advanced Level Apprenticeship

Woolwich, SE18 4QH

Full description
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.


Duties to include:

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.
  • In the event of a major incident, the administrator will be expected to assist with co-ordinating the bed availability and assist the Clinical Site Managers with setting up the control room and contacting and organising staff.
  • 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.
  • Co-ordinating the bed board and bed management system working closely with Clinical Site Managers to ensure that it is up to date and accurate at all times and matches with the PAS database.  This involves ensuring that patients who are admitted and discharged from the wards are updated on the board out of hours and at weekends when there are no ward clerks available, and that the PAS data is recorded about patient’s admission, transfers and discharges across all ward areas on a Trustwide level.
  • 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.  To contact the elective patients to inform them whether there is a bed ready for them.
  • 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, for example patient administration systems for updating patient records, theatres systems to find out which patients will be scheduled for elective surgery, EDIS to assess and track potential breaches in the Emergency Department
  • To use the CMS web based systems to accurately record and return information regarding capacity which is used by the London Ambulance Service and NHS London, liaising with the Emergency Department and colleagues using tact and persuasive skills
  • 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

Qualification:  Business Administration Apprenticeship
Level: 3
Duration: 20 months
Course Type: Apprenticeship Standard

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


Units Covered:
The Apprenticeship programme is made up of different units.  Apprentices will be assessed on their knowledge, skills and behaviours throughout the apprenticeship and tracked online using an e-portfolio.

These are grouped into 3 themes which complement each other and are as follows:

  1. Core Business & Administration
  2. Managing Self & Personal Skills
  3. Using Resources & Achieving Results.



  • After each theme is complete, a Mock End Point Assessment is carried out to ensure apprentices are prepared for the End Point Assessment at the end of the programme.
  • After a minimum of 372 days and successful delivery of the programme, the end point assessment will take place. The end-point assessment is a synoptic assessment of the skills, behaviours and knowledge that have been developed throughout the apprenticeship.
  • End-Point Assessments will involve an independent assessor carrying out final assessments with the apprentice, to ensure that the competences and learning within the ‘Apprenticeship Standard’ have been met. 
  • Apprentices can achieve a pass, merit or distinction dependent on how well they perform in their End-Point Assessment.


Functional Skills: 
Apprentices also work towards a Level 2 qualification in English and maths in the first half of the programme if they have no prior exemption (GCSE’sA – C or equivalents in English and Maths).


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

  • Motivated
  • Reliable
  • Good time-keeping
  • Flexible – able to work weekends and nights, all range of shifts
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