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Apprentice Medical Administrator THE YORK MEDICAL PRACTICE

An opportunity to be working as part of our medical practice admin team. The role will include greeting patients at the front desk, booking appointments, answering telephone calls, helping to manage documents and incoming letters.

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Closing date: 27 Feb 2023

Apprenticeship summary

  • Annual wage


  • Working week

    Monday – Friday 37.5 hours per week. Shifts will be either of the following: 08:00 – 16:00 10:00 – 18:00

    Total hours per week: 37.5

  • Expected duration

    18 Months

  • Possible start date

    06 Mar 2023

  • Date posted

    25 Jan 2023

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    1 available

What will the apprentice be doing?

Front Desk & General Duties

  • Greet all patients courteously and direct them to the services they require. 
  • Answer the telephone courteously and respond to all telephone inquiries, redirecting where necessary.
  • Check all prescriptions have been signed.
  • Give out correspondence filed in reception to patients after they have confirmed identification. 
  • Collect certain fees from patients as and when required.
  • Register new patients and checking for correct information
  • Make new and follow-up appointments for patients over the telephone as per practice protocol.
  • To inform the relevant staff member of stocking levels of consumables and request replacements in a timely manner
  • To be responsible for the efficient day-to-day running of the Primary Care Services. 
  • Collection of specimens.
  • To ensure confidentiality on all matters relating to patients and information obtained during the course of employment and not to release such information to anybody else other than acting in an official capacity.
  • To be responsible for maintaining petty cash according to practice policy.
  • Participate in any required training as part of your self-development plan.

Clerical Duties

  •  Review uncollected scripts and forms/letters awaiting collection after a specified time seek confirmation re disposal from Reception Manager.
  • Regularly confirm patient address and contact details against those held on the Practice database and update accordingly.
  • Photocopy patient record notes as required
  • Retrieve and file patient records when required, ensure the medical records cabinet contents are kept tidy and in alphabetical order at all times.
  • Open mail, sort accordingly.
  • Send and receive emails and circulate to designated personnel.
  • Ensure plentiful supplies of patient forms and information leaflets are available at all times.
  • Undertake clerical duties, specified at the time, concerning data input into the practice system. Enter and maintain Patient and Practice details on the Practice Database in line with Practice policies and procedures.

Main Duties/Key Tasks

  • Monitoring patient call and recall systems
  • Filing and retrieving paperwork
  • Extraction of necessary data from clinical correspondence and input into electronic patient Record. 
  • Scan and electronically file copies of hospital referrals and letters and any other relevant correspondence into patients notes.
  • To ensure the efficient running of the practice computer system, carrying out searches, audits and recalls as required by the doctors, nurses and manager.
  • Report faults to software supplier and track progress
  • Maintain the appointments system
  • Ensure security of data at all times


What training will the apprentice take and what qualification will the apprentice get at the end?

  • Business Administration Standard Level 3
  • Functional Skills if required 

You will attend college periodically for tutorials but mostly it's independent learning completed online.

What is the expected career progression after this apprenticeship?

Potential of a permanent role upon successful completion fo the apprenticeship.


Requirements and prospects

Desired skills and personal qualities

Communication skills, IT skills, Attention to detail, Customer care skills, Administrative skills, Patience


GCSE or equivalent English (Grade 4/C or higher) Essential
GCSE or equivalent Maths (Grade 4/C or higher) Essential

About the employer

We are the largest Medical Practice in Twickenham and aim to offer the best quality of medical care within the NHS framework. We see our patient relationship as a partnership and we encourage participation in preventative measures to ensure a healthy life. We look forward to being your Primary care provider for many years to come and hope that you will find us to be friendly, supportive and efficient in providing this service.








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Training provider



Llinos Morris


Apprenticeship standard

Business administrator

Level 3 (A level)

Before you apply

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