Practice Administrator Apprentice

Job Title

Provide comprehensive medical secretary and administrative support to help deliver efficient patient care, compassionate patient support, referral management, and accurate clinical record keeping within the practice.

Job Overview

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What You'll Do at Work

• Process referrals accurately and maintain up-to-date patient records.
• Manage and code patient correspondence within electronic health records (EHRs).
• Update and monitor the Electronic Referral Service (ERS) and communicate referral outcomes.
• Review and action patient responses via AccuRx and provide referral information.
• Manage incoming emails and maintain system databases, including the SystemOne address book.
• Update care plans where required.
• Review and clinically code letters from NHS 111, Out-ofHours services, EMAS, and A&E.
• Digitise and code paper records for newly registered patients.
• Process safeguarding reports and ensure timely completion by relevant parties.
• Manage patient forms including PIP, Council Tax, and other administrative documentation.
• Maintain accurate patient records in line with NHS and practice standards.
• Ensure timely scanning, filing, and documentation of clinical correspondence.
• Liaise with clinicians, patients, and external agencies regarding referrals and follow-up actions.
• Respond professionally to internal and external enquiries.
• Support effective patient pathways and practice operations.
• Maintain confidentiality and comply with GDPR, NHS standards, and practice policies.
• Undertake additional duties as required to support service delivery and operational needs.

Where You'll Work

WHITTINGTON MOOR SURGERY
SCARSDALE ROAD
CHESTERFIELD
S41 8NA

Training and Qualifications

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Training Provider

ACCESS TRAINING (EAST MIDLANDS) LTD

Training Course

Business administrator (level 3)

Understanding apprenticeship levels (opens in new tab)

What You'll Learn

• 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.