Administrator Apprenticeships

First Care Practice

We are a busy, but friendly NHS GP practice in central Hounslow. We use System One and provide high quality care for patients. Job Summary: To provide administrative support and services to all members of the practice team.

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Closing date: 30 Apr 2017

Apprenticeship summary

Weekly wage


Working week

Monday - Saturday 8am-4pm.

Total hours per week: 30.00

Apprenticeship duration

12 months

Possible start date

08 May 2017

Date posted

13 Sep 2016

Apprenticeship level

Intermediate Level Apprenticeship

Reference number



2 available

We have an exciting position for Receptionist / Administrator. We are a busy, but friendly NHS GP practice in central Hounslow. We have 4 doctors and team of nursing and healthcare assistant staff. We use System One and provide high quality care for patients. Training can be provided for the right candidate, who ought to be bright, enthusiastic and excellent customer service skills. We are open between 0745 and 2000, Monday to Friday and at weekends between 0900-1500.
Job Summary:
To provide administrative support and services to all members of the practice team.

Job responsibilities:

  • Management of medical records
  • Ensure that records are accurately assembled in advance of each consulting session
  • Ensure that records are available in the instances of urgent consultation
  • Retrieve and re-file records as requested, ensuring that strict alphabetical order is adhered to
  • Ensure correspondence, reports, results etc. are filed in correct records
  • Ensure records are kept neat and tidy and in good repair with all necessary information recorded correctly on the outer cover
  • Management of appointment system
  • Ensure total familiarity with all appointment systems including regular and incidental variations
  • Book appointments and recalls ensuring sufficient information is recorded to enable retrieval of the medical record
  • Monitor flow of patients into the waiting room ensuring the appointment system accurately reflects the arrival of patients
  • Monitor effectiveness of the system and report any problems or variations to the Senior Receptionist FirstCare Practice Administrative support
  • Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date
  • Cytology
  • Pathology results
  • Vasectomy service
  • Immunisation recalls (excluding childhood immunisations)
  • Summarising hospital records
  • Appointment scheduler and sessions and associated rotas
  • Billing and invoices (payable to the practice)
  • Orders and payments (payable by the practice)
  • Meeting minutes
  • Accounts
  • Payroll and staff scheduler
  • Confidentiality:
  • 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.

FirstCare Practice:

  • 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, to 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
  • Reporting potential risks identified.
  • Equality and Diversity:
  • The post-holder will support the equality, diversity and rights of patients, carers
  • and colleagues, to include:
  • Acting in a way that recognizes the importance of people’s rights,
  • interpreting them in a way that is consistent with practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
  • Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
  • Personal/Professional Development:
  • The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
  • FirstCare Practice
  • Quality:
  • The post-holder will strive to maintain quality within the practice, and will:
  • Alert other team members to issues of quality and risk
  • Assess own performance and take accountability for own actions, either directly or under supervision
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
  • Work effectively with individuals in other agencies to meet patients needs
  • Effectively manage own time, workload and resources.
  • Communication:
  • The post-holder should recognize the importance of effective communication within the team and will strive to:
  • Communicate effectively with other team members
  • Communicate effectively with patients and carers
  • Recognize people’s needs for alternative methods of communication and respond accordingly.
  • Contribution to the Implementation of Services:
  • The post-holder will:
  • Apply practice policies, standards and guidance
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work
  • Participate in audit where appropriate

Requirements and prospects

Desired skills

• Ability to resolve problems
• Ability to manage multiple tasks
• Ability to meet targets
• Have a genuine interest in working with and helping customers
• Be able to work as part of a team
• Be able to handle complaints and difficult situations

Personal qualities

• Professional and flexible
• Driven and positive
• Have a genuine interest in working with and helping customers
• Ability to manage stress
• Well presented, polite, tactful and friendly

Qualifications required

• Computer literacy
• Excellent oral and written communication
• Clear and concise English

Future prospects

Permanent position and opportunities for training working with health and social services.

Things to consider

The student must fulfill the eligibility criteria as outlined by the Government. When submitting your application you are confirming that you are eligible and can provide proof of evidence where required:
Please only apply if you:
Are 16 years old or over
Are not in full time education at College, School or undertaking a course paid for by the Government
Are willing to work for at least 30 hours per week
Can provide proof of National Insurance number
Can learn and obtain English, Maths & ICT to Level 1 or 2

About the employer

Delivering high quality healthcare for patients. We work with the integrated care team including other healthcare professionals and social services.


First Care Practice


Prince Regent Road



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Training provider

• NVQ L2 in Business Admin
• Transferable skills in Maths and English
• Employee Rights and Responsibilities

Apprenticeship framework

Business and Administration

Training provider


Applications for this apprenticeship are being processed by West Thames College


Elaine Esprit

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Closing date: 30 Apr 2017