Apprentice Medical Secretary/Receptionist Grand Drive Surgery

A fantastic opportunity delivering administrative and receptionist support to a large doctor’s surgery in Raynes Park, The Medical Secretary is responsible for typing patient referral letters, taking telephone calls and dealing with patient queries. Liaising with the GPs on a day to day basis and completing any other clerical work as required.

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Closing date: 01 Oct 2017

Apprenticeship summary

  • Weekly wage


  • Working week

    30 hours variable shifts, Mon-Fri. Earliest start is 08:00 and latest to finish is 19:00

    Total hours per week: 30.00

  • Apprenticeship duration

    13 months

  • Possible start date

    16 Oct 2017

  • Date posted

    6 days ago

  • Apprenticeship level

    Intermediate Level Apprenticeship

  • Reference number


  • Positions

    1 available

Main Responsibilities

  • Type patient referral letters dictated by the doctors and send via the e-referrals system or by post/fax/email/DXS
  • Deal with and follow up patient queries in relation to referrals/secondary care & feedback to Doctors in timely fashion
  • Maintain and update palliative care registers and alerts/actions
  • Raise quality alerts with secondary/community care & CCG
  • File electronic mail & summary coding via Docman

Other Clerical Responsibilities

  • Prepare legal and partnership documents as required
  • Prepare invoices for GPs private work
  • Maintain own stationery supplies

General Responsibilities

  • Ensure patient confidentiality is observed at all times and abide by the Data Protection Act.
  • Comply with the Health & Safety at Work Act
  • To observe and maintain practice procedures and policies

Reception Duties

  • Greet all patients on arrival
  •  Answer the telephone dealing with or redirecting enquiries
  • Handle general enquiries referring where necessary
  • Make new and follow-up appointments
  • Accept and record messages for the GPs and Practice Nurse
  • Record requests for Duty home visits, Register new patients
  • Record and arrange ambulance transport
  • Record and arrange interpreting service
  • Leave information with colleagues regarding unsolved or urgent problems
  • Organise newly prepared prescriptions and sort for collection or chemist
  • Prepare patients samples for courier collection
  • Referrals to community services (CLCH) using email/printing summaries

Clerical Duties

  • Extract EMIS medical records for home visits
  • File all hospital reports and letters
  • Scan all incoming mail and distribute to GPs, nurses and other staff
  • File electronic mail via Docman
  • Action tasks from Docman & EMIS
  • Maintain supplies of stationery for designated GPs in reception and rooms
  • Update daily Duty GP rota on Reception board
  • Fax to hospital patient information/requests/results

Requirements and prospects

Desired skills

  • Good IT, Literacy and Numeracy skills
  • Organisational and problem solving skills
  • Verbal communication skills – ability to deal with people in person and on the telephone
  • Ability to apply set procedures
  • Accurate and thorough approach
  • Comfortable working to agreed objectives

Personal qualities

  • Pro-active and able to use own initiative
  • Outgoing, confident personality
  • Team player
  • Highly motivated
  • Mature outlook
  • Interested in/aptitude for learning new skills/taking on new challenges

Qualifications required

No formal qualifications required

Future prospects

This is a fantastic start to your career if you are looking to get into secretarial, receptionist, administrative or a clinical based role. The team are incredibly welcoming and supportive and are looking forward to having an apprentice on board. This is a great start to your career if you are looking to get into the NHS. If you are successful and an asset to the team we will definitely consider offering an on-going position after the apprenticeship finishes.

Things to consider

Please consider the cost and length of time of your daily commute to Raynes Park. We do not accept applications from registered patients of the practice.

About the employer

Grand Drive Surgery serves the health needs of over 9000 patients in and around Raynes Park.


Grand Drive Surgery



Grand Drive


SW20 9EA

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Training provider

  • Business Administration level 2 NVQ
  • Functional skills level 1 Maths, English, ICT (if appropriate)
  • Thinking & personal learning skills
  • Related workshops

Apprenticeship framework

Business and Administration

Training provider


Applications for this apprenticeship are being processed by Royal Borough of Kingston Council


Janet Mills 020 8547 6837

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Closing date: 01 Oct 2017