Published on Monday, March 12, 2018

Apprentice Receptionist/ Practice Administrator

Health Care First Partnership

Job description:

  • Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone
  • Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
  • Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of clerical support to clinical staff and other members of the Practice team
  • Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

Duties and responsibilities:

The duties and responsibilities to be undertaken by members of the Practice receptionist/administration team may include any or all of the items in the following list.  Duties may be varied from time to time under the direction of the Office Manager/Practice Manager, dependent on current and evolving Practice workload and staffing levels:


  • Processing and distributing incoming (and outgoing) mail, to include opening of post and scanning and attaching to the clinical system
  • Conduct basic clinical coding duties as directed by manager
  • Provide administrative support to members of the primary health care team for specific office tasks, all individually allocated and ensuring appropriate Practice records are kept up to date


  • Receiving patients,consulting with members of Practice team
  • Handing completed repeat prescriptions to patient and checking names and address
  • Be able to cover all reception positions as necessary

Management of appointment system:

  • Ensure total familiarity with all appointment systems including regular and incidental variations
  • Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record
  • Monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients
  • Monitor effectiveness of the system and report any problems or variations to the Reception Supervisor
  • Process appointment requests for today future appointments from patients by telephone and in person
  • Deal with visit requests

This is not a comprehensive definition of the post.  Postholders will be expected to undertake any work that comes within the remit of the post’s purpose.  The job description will be kept under review and may be changed according to Practice requirements.  Discussions on any major changes will be held with the postholder.

Desired skills:

  • Competent user of the Microsoft Office Suite (Word, Excel, and Outlook)
  • Deal with confidential matters in a sensitive way
  • File documents in logical format
  • Prioritise and work on a number of different tasks simultaneously
  • Excellent communication skills (both written and oral)
  • Willingness to undertake a wide range of duties
  • The ability to solve problems under pressure
  • Work with minimum supervision
  • Possess excellent time management skills

Personal qualities:

  • Willingness to learn and develop new skills
  • Ability to work as part of a team and on your own initiative
  • Be decisive yet maintain a customer-focused approach
  • Trustworthy, honest, reliable, caring and sympathetic

Required qualifications:

  • 5 GCSE’s, or equivalent (inc Maths and English)
  • Evidence of a commitment to continuing professional development

Things to consider:

The practice is included in the NHS Pension Scheme. Further details will be provided on employment The position will be subject to an enhanced Disclosure & Barring Scheme check Confidentiality:

  • 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

Link to vacancy:

To apply: If you are interested in applying for this vacancy or want further information please follow the link.

Closing date: 03/04/2018

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