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Apprentice Receptionist Occupational Health Services Ltd

To operate the telephone/appointment system and the administration aspects of the service. To provide a point of contact for clients and to act as a focal point of communication between clients and medical staff. To work as part of a team, ensuring a professional image with excellent communication skills.

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Closing date: 29 Jul 2022

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

    Monday - Friday, 9.00am - 5.00pm

    Total hours per week: 35.00

  • Expected duration

    52 weeks

  • Possible start date

    08 Aug 2022

  • Date posted

    15 Sep 2021

  • Apprenticeship level

    Level 2 (GCSE)

  • Reference number


  • Positions

    1 available

Reception duties:

  • Ensure reception and waiting areas are kept clean and tidy, ensuring any damage is reported
  • Respond to all queries and requests for assistance from clients and other visitors
  • To make appointments for clients to see the medical staff, ensuring that clients are seen in a logical and non-disruptive manner
  • Ensure documentation is completed within the required timeframe
  • Receive clients in a courteous manner, monitor flow of clients into the consulting/health surveillance rooms
  • Advise clients on the services available to them and assist with the completion of forms if necessary
  • To receive requests for copies of medical notes and to prepare medical notes for signature by medical staff
  • Follow up medical results
  • Liaise with external agencies

Management of appointment system:

  • Gain thorough knowledge of appointments system within the service
  • Book appointments and recall ensuring sufficient information is recorded to retrieve medical records
  • Ensure information for invoice purposes is documented

Management of medical records:

  • Draw medical records as required, assemble in advance for each consulting session
  • Ensure test results, hospital letters and reports are filed correctly
  • Manage the filing system for confidential medical records
  • GDPR compliance

Assistance with the management of Invoice System:

  • Assure timely and accurate invoice information documentation
  • Manage cash application making sure all cash and card receipts are applied properly
  • Assist with the correspondence for unpaid invoices

Operation of Telephone System:

  • Receive, and make calls as required, taking messages where appropriate
  • Make appointments as necessary
  • Report to leadership team regarding client requests and feedback

Start and End of Day procedures:

  • Open up premises at the start of the day, making all the necessary preparations to receive clients
  • Secure premises at the end of the day

Requirements and prospects

Desired skills

  • Ensure the effective implementation of tasks through communication with the medical staff
  • Good written and communication skills
  • Excellent interpersonal skills

Personal qualities

  • The ability to work independently, resourcefully and multi-task
  • The ability to work calmly in a fast-paced role, and to prioritise a busy workload
  • An understanding, acceptance and adherence to the need for strict confidentiality
  • Maintain a professional attitude and demeanour, including courteous interactions with team workers and others, encountered in the course of work
  • Be flexible with work schedules if necessary, remain calm and courteous and exercise self-control when interacting with impatient individuals
  • Effectively communicate policies and procedures as required in the course of the job
  • An ability to use own judgement, resourcefulness, common sense and local knowledge to respond to client enquiries and request
  • Positive outlook

Desired qualifications

  • Ideally C/4 and above (or equivalent) in GCSE English and maths

Future prospects

  • Excellent future prospects for the right candidate

Things to consider

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

About the employer

Occupational Health Services is a well established company. The company employs qualified and highly experienced Occupational Health Nurses supported by an Occupational Health Physician. Occupational Health Surveillance is a pro-active approach that many companies are now adopting to actively maintain and promote good health in the workplace and thus safeguard its most valuable asset – its employees.


Occupational Health Services Ltd


Unit 8

Bridge View Park

Henry Boot Way



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Training provider


Applications for this apprenticeship are being processed by McArthur Dean Training Ltd


Julie Curtis 01482 307365

Customer Service Practitioner Level 2 Apprenticeship Standard:

  • One to one Tutor Assessor support in the workplace working towards Customer Service Practitioner Level 2 Standard 
  • Attending weekly classes covering Health and Safety and Equality and Diversity 
  • Functional Skills if required

Apprenticeship standard

Customer service practitioner

Level 2 (GCSE)

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