Medical Receptionist Apprentice Administrator

Summary

To act as a focal point of communication between patients and all members of the Primary Health Care Team (PHCT). You will also check patients in for surgeries or clinics and direct to the appropriate doctor or nurse, as well as other duties.

Annual wage

£13,650 a year

Minimum wage rates (opens in new tab)

£7 for a 16–18-year-old. If you are 19 years or older your pay will be £7 per hour for the first 12 months, then it will increase to National Minimum Wage [NMW] for your age.

Training course

Business administrator (level 3)

Hours

Monday, 8.00am to 6.00pm. Tuesday - Friday, 8.00am to 6.00pm. Shifts to be confirmed between those hours.

37 hours a week

Possible start date

Thursday 26 September

Duration

1 Year 6 Months

Positions available

1

Work

As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

What you’ll do at work

Check patients in for surgeries or clinics and direct to the appropriate doctor or nurse
Maintain familiarity with appointments system in operation and options available for patients to enable the most effective booking of appointments using care navigation skills
Record requests for home visits onto the daily visits list including all relevant information, and where necessary refer to the duty doctor.
Advise patients of the system for arranging non-urgent ambulance transport.
Give pathology/x-ray results to patients according to agreed procedures
Explain practice arrangements to new patients and temporary residents and ensure necessary procedures are completed
Respond to all queries and requests for assistance from patients, visitors and other members of the PHCT
Pass messages, whether orally or in writing, accurately and promptly
Advise patients of relevant charges for private services, accept payment and issue receipts
Ensure reception and waiting areas are kept clean and tidy
Receive requests for repeat prescriptions and check that items requested have been authorised
Issue the prescription form for the doctor’s signature.
Refer any queries to the appropriate doctor for action
Provide the point of contact for patients with enquiries relating to their repeat prescriptions and ensure follow-up action is taken if the enquiry cannot be resolved immediately.
Ensure any necessary records are prepared in advance for surgeries and visits including nightly lists of next day’s surgery appointments
Sort incoming mail and direct to the appropriate member of the team
Ensure correspondence, reports, results etc are scanned and/or filed in the correct record
Operation of the Telephone System
Receive and make calls as required. Divert calls and take messages as appropriate
Ensure that the system is operational at the beginning of each day and switched over to the night service at the end of each day
Preparation of consulting rooms, monitoring of waiting area
Ensure consulting rooms are tidy prior to start of each session
Re-stock with stationery as necessary
Monitor waiting areas to ensure they are tidy
Start and End of Day Procedures
Open up premises at the start of each day, set alarm to day function and make all necessary preparations to receive patients
Secure premises at end of day if required, ensure building is totally secured, internal lights off and alarm activated
General
Monitor the effectiveness of the above systems and report any problems or changes required
Consider and be prepared to act upon your own training & development needs, in discussion with the practice manager
Any other delegated duties considered appropriate to the post
Special requirements of the post:
An understanding, acceptance and adherence to our policy of strict confidentiality
An ability to use own judgement, resourcefulness, common sense and local knowledge to respond to patients’ and other PHCT members’ enquiries and requests
Attention to detail and accuracy
Excellent communication skills

Where you’ll work

CORBRIDGE HEALTH CENTRE

NEWCASTLE ROAD

CORBRIDGE

NORTHUMBERLAND

NE45 5LG

Training

An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.

College or training organisation

WOODSPEEN TRAINING LIMITED

Your training course

Business administrator (level 3)

Equal to A level

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.

Your training plan

Business Administrator - Level 3 standard.

Blended on/off the job training and location to be confirmed.

Level 3 units included in the programme include:

The Organisation
Business Fundamentals
Decision Making
Project Management
Managing Performance

Requirements

Essential qualifications

GCSE or equivalent in:

English (grade C/4 or above)
Maths (grade C/4 or above)

Desirable qualifications

GCSE or equivalent in:

Science (grade C/4 or above)

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
IT skills
Attention to detail
Organisation skills
Customer care skills
Problem solving skills
Presentation skills
Administrative skills
Number skills
Analytical skills
Logical
Team working
Initiative
Non judgemental
Patience

About this company

We are a five partner GP practice based in Corbridge, Northumberland providing medical services to around 7,200 patients in Corbridge and the surrounding area. We dispense medication to patients living in rural areas and we are an active training practice with GPs in training, 3rd year and 5th year medical students attached to the practice.

After this apprenticeship

A permanent position within the organisation.

Ask a question

The contact for this apprenticeship is: