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Apprentice Receptionist/Administrator Chelford Surgery

An exciting opportunity has arisen for an apprentice position within our friendly rural dispensing practice. We are looking for an enthusiastic, motivated and hard-working apprentice to join our team.

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Closing date: 07 Dec 2021

Apprenticeship summary

  • Weekly wage

    £262.50 - £349.88

  • Working week

    Monday - Friday between the hours of 8.00am and 6.30pm according to Rota.

    Total hours per week: 37.50

  • Expected duration

    18 months

  • Possible start date

    13 Dec 2021

  • Date posted

    18 Aug 2021

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    1 available

Job Summary:

  • Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
  • Provide 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

This list of duties and responsibilities is not exhaustive:


  • Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
  • Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed
  • Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same
  • Handing completed repeat prescriptions/medication to patient and checking names and addresses as per protocol
  • Collect and record payment where relevant, ensuring adherence to legal requirements of dispensing processes
  • Be able to cover all reception positions as necessary, completing appropriate processes/paperwork


  • Deal with all general enquiries, explain procedures and make new and follow-up appointments by telephone or in person
  • Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner
  • Enter requests for home visits into the appointment system, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor

Medical records:

  • Patient notes and correspondence
  • Ensure correspondence, reports, results etc are filed promptly and in the correct electronic records, ensuring that all recent correspondence is available when patients are seen
  • Handling/disposal of confidential patient identifiable paperwork/items as per protocol


  • Enter patient information on to the computer as required
  • Ensure that all new patients are registered onto the computer system promptly and accurately
  • Carry out all activity in accordance with Information Governance regulations


  • Have a working knowledge of the telephone system during and out of working hours
  • Receive and make telephone calls as required
  • Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery to relevant person


  • Open up Reception desk at the start of the day when first to arrive, and make all necessary preparations to receive patients
  • Ensure the consulting rooms are prepared in readiness for each consulting session, check full range of forms and equipment are re-stocked as required
  • Follow closure procedures for Reception according to protocol
  • When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated
  • Ensure the consulting rooms are checked at the end of each session and left tidy and secure
  • Clear and tidy the waiting room


  • Develop a thorough knowledge of all practice procedures
  • To work in accordance with written protocols
  • Photocopy as requested
  • Ensure the office is kept re-stocked with the appropriate forms and equipment, to allow the smooth running of reception
  • Periodically check emails/tasks and action them accordingly

Other Tasks:

  • Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager
  • To provide cover for other members of the team during periods of sickness and annual leave

Requirements and prospects

Desired skills

  • Computer literacy
  • An understanding of confidentiality/ data protection issues
  • Awareness of equality, diversity and inclusion
  • Good organisation skills
  • Ability to communicate in a confident and courteous manner, remaining calm under pressure
  • Ability to work quickly and accurately to a high standard
  • Ability to manage and prioritise own time appropriately and use own initiative
  • Ability to work as part of a team
  • Willingness to take on new tasks and learn
  • Able to consistently adopt behaviours that demonstrate a commitment to and understanding of the practices values to care, excel and innovate towards everyone who uses or delivers our patient services

Personal qualities

  • Genuine enthusiasm for working in a Primary Care environment – i.e. General Practice
  • Positive ‘can-do’ attitude and willingness to learn
  • Desire to work to best of ability
  • Pleasant and friendly manner when communicating with others
  • Excellent time-keeping and attendance record

Desired qualifications

  • Essential: GCSE grade A-C (8-4) in English, maths and IT or equivalent 
  • Essential - maths and English

Future prospects

  • Full-time position for the right candidate after successful completion of the apprenticeship

Things to consider

  • Disclosure and Barring Service Check Clearance
  • This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions
  • Ability to travel to place of work
  • Understanding of nature of work in General Practice
  • You will be dealing with people who may be anxious and unwell, which can be difficult at times  
  • You will need to be able to carry out your duties in a calm and professional manner despite this

About the employer

Our practice team consists of various different roles including GPs, Advanced Nurse Practitioner, Practice Nurse, Health Care Assistants, Practice Manager, Dispensary Manager, Secretaries, and Administration Assistants.  We are a training practice and also have GP Registrars.


Chelford Surgery


Elmstead Road


SK11 9BS

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Training provider


Applications for this apprenticeship are being processed by Macclesfield College


Maxim Business Training 01625 410000

  • Business Administrator Level 3 Apprenticeship Standard

Apprenticeship standard

Business administrator

Level 3 (A level)

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