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Business Administration Level 3 Apprenticeship West Rainton Surgery

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.

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Closing date: 30 Nov 2021

Apprenticeship summary

  • Weekly wage


    Wages explained

    Apprentices are paid for their normal working hours and training that's part of their apprenticeship (usually one day per week).

    Minimum Wage Rates

  • Working week

    Mon-Fri (flexible as surgery is open from 8:00am-6:00pm) this can be discussed with the suitable candidate.

    Total hours per week: 37.50

  • Expected duration

    18 months

  • Possible start date

    06 Dec 2021

  • Date posted

    02 Sep 2021

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    1 available

Duties may include:

  • Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice 
  • Deal with all general enquiries, explain procedures and make new and follow-up appointments
  • 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
  • Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed
  • Receive and make telephone calls as required.  Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery
  • Enter requests for home visits, ensuring careful recording of all relevant details and where necessary refer to duty doctor
  • Action repeat prescription requests and ensure that they are ready for collection by the patient within 48 hours, either on the computer or manually
  • Prepare lists and notes for all surgeries and clinics held, ensuring completion of all associated paperwork
  • Advise patients of relevant charges for private (Non-General Medical Services) services, accept payment and issue receipts for same
  • Enter patient information on to the computer as required
  • Patient notes and correspondence
  • Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to
  • Scan correspondence into patient records 
  • Ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff


  • Open premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients
  • 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 that all new patients are registered onto the computer system promptly and accurately 
  • Undertake any other additional duties appropriate to the post as requested by the Partners or the practice manager


  • 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 

Health & safety: 

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures.

This will include: 

  • Using personal security systems within the workplace according to practice guidelines 
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks 
  • Making effective use of training to update knowledge and skills 
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards 
  • Actively reporting of health and safety hazards and infection hazards immediately when recognised 
  • Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role  
  • Undertaking periodic infection control training (minimum annually) 
  • Reporting potential risks identified 

Requirements and prospects

Desired skills

  • Computer literate, particularly in Outlook, Microsoft Word
  • Accuracy and attention-to-detail are important
  • Able to work on own initiative and within a team
  • Good Communication skills 
  • Ability to work to deadlines and to prioritise workload
  • Ability to communicate clearly and confidently with all types of people

Personal qualities

  • Reliable and punctual
  • Flexible 
  • Desire to develop 
  • Confident and professional telephone manner
  • Honest and trustworthy 

Desired qualifications

  • GCSE Grade 4-9/A*-C or equivalent in maths and English

Future prospects


About the employer

We are a friendly practice in West Rainton offering a wide range of medical services to patients in our area. 

In 2021 NHS GP Patient Survey, 93% of respondents described their overall experience pf this GP practice as good. (Local (CCG) average: 86%. National average: 83%.)


West Rainton Surgery


Woodland View

Houghton Le Spring


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Training provider


Applications for this apprenticeship are being processed by LearningSkills


Alex Helm 0191 433 8761 AlexHelm@Gateshead.Gov.UK

  • Level 3 Business Administrator Apprenticeship standard
  • Level 2 in maths and Englishr equired, if not already achieved
  • Knowledge, Skills and Behaviour in relation to; customer service principles and practices, business principles, technical competencies, knowledge and understating; research activities, commercial awareness, managing challenging situations and taking ownership, and health and safety
  •  Ongoing assessment by the employer and provider – for example meetings with apprentice, employer and learning provider, observations of workplace, gathering evidence
  • Undertake a self-assessment in the last month of their apprenticeship to enable them to see whether they are confident that they have taken on board all aspects of the occupation. This self-assessment must be submitted to the independent end point assessor as a source of evidence to prepare for independent
  • End Point Assessment which will include a showcase portfolio; a project; an employer reference and a structured interview about their portfolio and project

Apprenticeship standard

Business administrator

Level 3 (A level)

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