Apprentice Medical Administrator Elms Medical Centre

As a Medical Administrator, you will be the friendly image to patients and visitors whether that is in person or via telephone. You will be reactive, assistive and directed patients who access our service in a courteous, efficient and effective way. During your apprenticeship, you will undertake a variety of administrative duties.

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Closing date: 09 Mar 2024

Apprenticeship summary

  • Annual 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 to Friday 8am - 6:30pm Shifts will be confirmed by rota.

    Total hours per week: 30.0

  • Expected duration

    12 Months

  • Possible start date

    19 Mar 2024

  • Date posted

    12 Dec 2023

  • Apprenticeship level

    Level 2 (GCSE)

  • Reference number


  • Positions

    1 available

What you will do in your working day

  • Opening up/locking-up of practice premises and maintaining security in accordance with Practice protocols 
  • Maintaining and monitoring the practice appointments system: 
     - 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 and problems or variations to a manager 
     - Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional 
     - Receive and make telephone calls as required. 
  • Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery 
  • Processing and distributing incoming (and outgoing) mail 
    Taking messages and passing on information 
  • Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures 
    Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers  
  • Clearing and re-stock consulting rooms as required and replenishing stationery and practice leaflets in administration area
  • Keeping the reception area, noticeboards and leaflet dispensers up-to-date and tidy 
  • Action repeat prescription requests per practice policy and when giving out prescriptions ensure the practice policy is followed of checking the patient’s name and address. 
  • Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same. 
  • Patient notes and correspondence: 
     - Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to 
     - Ensure that the staff areas are kept clean and tidy; 
    - When last to leave at the end of the day, ensure that the building is closed down as per end of day check list. 
  • -Explain practice policy for registrations to new patients and those seeking temporary cover and ensure patients are registered promptly and accurately and information passed to the Office Manager. 
  • Undertake any other additional duties appropriate to the post as requested by the Partners, the Practice/Operations/Office Manager 
  • To have a thorough knowledge of all Practice Procedures & Policies and work in accordance of 
     - Fax and photocopy as required 
     - Be involved with the patient recall system 
     - Summarise records as per the practice protocols 
  • Have a thorough understanding and be able to put into practice all the skills required: 
     - Out of Hours 
     - Post 
     - Medisec Letters 
     - Scanning 
     - Data Coding 
     - Summarising 
     - Results 
     - Scripts 
     - Practice Notes and Workflow 
     - Choose & Book 
     - Patchs online consultation 
     - Email – NHS & EMIS Web 

The training you will be getting

The candidate will follow a Level 2 Apprenticeship programme and study towards a full Standard in Customer Service.

This training will be structured and delivered by Cheshire College – South & West.

If the candidate does not hold GCSE grades A*-D (9-3) or equivalent in English and/or maths, they will be required to complete Functional Skill in the relevant subject 

What to expect at the end of your apprenticeship

Providing all areas in apprenticeship are achieved, a position would be offered on completion to the right candidate. 

Requirements and prospects

Desired skills and personal qualities

Communication skills, IT skills, Organisation skills, Customer care skills, Team working, Non judgemental, Patience, Good Telephone Manor, Team player


GCSE or equivalent English (Grade D/3 or above) Desired
GCSE or equivalent Mathematics (Grade D/3 or above) Desired

Things to consider

You may be dealing with difficult customers on a daily basis. Currently, there is no parking at business, would need to think about transport.

About the employer

GP Medical Practice – That has 9.5K patients 3 GP partners and 4 salaried GP’s 1 Advanced nurse practitioner 2 Practice nurses 1 HCA We also have a clinic in Blacon.


Elms Medical Centre






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Training provider


Adjustments for experience

You could reduce your training time, or finish your apprenticeship faster, if you have relevant prior learning or experience. This could be relevant:

  • training
  • qualifications, like an NVQ in a relevant field
  • industry or sector experience


Miss Sophie Foreman


Apprenticeship standard

Customer service practitioner

Level 2 (GCSE)

Demonstrating experience

If your application is successful, you will have a chance to discuss your relevant prior learning or experience with your training provider and employer. You will all need to agree any adjustments to your training plan.

You should be prepared to show your competence, and evidence of relevant qualifications

Before you apply

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