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Apprentice Medical Receptionist
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Reception and Administrative Assistant Apprenticeship
To carry out a range of reception and administrative tasks in relation to the day-to-day running of the practice’s reception service. Receive, assist and direct patients in accessing the appropriate service or healthcare professional. Project a positive and friendly image to patients and other visitors.
What you'll do at work
- Respond to all queries and requests for assistance from patients and other visitors to the practice as appropriate
- Enter requests for home visits including all relevant information
- Deal efficiently with emergency situations that may occur within the reception / waiting area
- Keep reception areas clean and tidy
- Handle specimens as per practice protocol
- Advise patients of results once filed by the GP’s
- Liaise with staff from secondary care, pharmacies, care homes and other healthcare providers
- Issue repeat prescriptions as per practice policies and procedures
- Maintain working knowledge of the appointment system i.e. times of all clinics, duration of appointments, knowledge of computer system, doctors rotas, procedures for booking routine and urgent appointments
- Book appointments accurately and appropriately
- Ensure computerised medical records are kept accurately in line with practice procedures
- Retrieve and re-file records as required by clinical staff
- Receive and make and transfer calls as required, recording information for clinicians to action (home visits, phone calls etc)
- Report any faults to the reception team leaders or management team
- Provide nonclinical patient care, dealing with requests for information, test results, requests to speak to clinical staff, ensuring confidentiality and privacy for patients
- Ensure patients have access to any relevant leaflets, support groups, carers association etc.
- Maintain working knowledge of computer/clinical system, reporting any problems to the Reception Manager
- Adhere to practice policies regarding security and confidentiality, records management roles and responsibilities and computer skills
- Where it is a requirement of the job for the post-holder to use computers or other information technology, he/she will be required to ensure that security procedures are followed as appropriate and that confidential information for example, passwords are not communicated to unauthorised individuals
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers’, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
- All employees are required by Section 7 of the Health and Safety at Work Act to take reasonable care of their own health and safety and that of others who may be affected by their acts and omissions. The post-holder will assist in promoting and maintaining their own and others’ health, safety and security.
- This job description is not intended to be exhaustive but to indicate the main responsibilities of the post and may be amended from time to time after consultation with the post-holder to reflect the needs of the service.
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Where you'll work
116 UNION STREET HECKMONDWIKE WF16 0HH
Apprenticeship Details
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
C.M.S. VOCATIONAL TRAINING LIMITED
Training course
Business administrator (level 3)
Understanding apprenticeship levels [opens in new tab]
What you'll learn
Course contents
- Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
- Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
- Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
- Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
- Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
- Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
- Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
- Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.
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Training schedule
As a Business Administration Apprentice, you will complete the following qualifications as part of your apprenticeship:
- Level 3 Business Administrator Apprenticeship Standard
- You will also develop the skills, knowledge and behaviours required to work within an office environment
- This apprenticeship is delivered in the workplace and off-the-job training will follow the time allocations outlined in the Occupational Standard.
- You will be allocated a tutor who will provide you with personal support and assessment at pre-arranged times
- Assessment is through a variety of methods including observations in the workplace, witness testimonies, product evidence and professional discussions
- All evidence will be logged to your electronic portfolio
Essential qualifications
- GCSE in:
- English (grade 4)
- Math (grade 4)
Desirable qualifications
- GCSE in:
- IT (grade 4)
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Skills
- Communication skills
- IT skills
- Attention to detail
- Organisation skills
- Customer care skills
- Team working
- Initiative
- Non judgemental
- Patience
Other requirements
- Good transport links - check location before applying. Vacancy will close early if a successful applicant is found so apply early.
About this employer
Undercliffe Surgery is a General Practitioner practice located on Union Street in Heckmondwike, serving the local community with essential primary healthcare services. It operates as a vital point of contact for routine medical needs, general health inquiries, and the management of ongoing conditions for both residents and visitors to the area.
The practice offers a range of general medical services, typically including consultations with doctors and nurses, health advice, preventative care, and referrals to specialist services when required. The team at Undercliffe Surgery aims to support patients with their healthcare journey, dealing with enquiries and appointments as efficiently as possible.
Visiting Information
Undercliffe Surgery is open Monday to Friday, from 8:00 AM to 6:00 PM, and is closed on Saturdays and Sundays. The premises are designed with accessibility in mind, featuring wheelchair-accessible parking, an accessible entrance, and a dedicated wheelchair-accessible restroom to ensure comfortable access for all patients. For patient convenience, the surgery accepts various payment methods, not being limited to cash-only transactions.
https://www.undercliffesurgery.nhs.uk/ [opens in new tab]
After this apprenticeship
- Your earnings can increase over time with an apprenticeship. Find out about potential future pay [opens in new tab].
- Great prospects for progression to a full-time position for the right candidate.
Ask a question
The contact for this apprenticeship is: C.M.S. VOCATIONAL TRAINING LIMITED Mandy Hodson Mandy.Hodson@cmsvoc.co.uk 01924614523
The reference code for this apprenticeship is VAC2000053324.
Apply now Closes in 20 days (Monday 5 October 2026 at 11:59pm) Sign in or create an account
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