Apprentice Workflow Administrator Maybush Medical Centre

The Practice is a paper-light environment, and the main responsibilities of the post-holder will be to safely process the incoming clinical correspondence both on paper and electronically ensuring that it is accurately filed, actioned and coded. Full training will be given whilst working towards a Level 3 Business Admin qualification.

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Closing date: 11 Mar 2024

Apprenticeship summary

  • Annual wage


    £6.40 per hour, raising to national minimum wage following successful completion of apprenticeship

  • Working week

    Monday to Friday; 30 hours (9:30 - 16:00 inc 30 min break).

    Total hours per week: 30

  • Expected duration

    15 Months

  • Possible start date

    02 Apr 2024

  • Date posted

    31 Jan 2024

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    1 available

What you will do in your working day

This is an exciting opportunity to work within a very busy doctor’s surgery for an apprentice to learn:


  • Sort and date stamp all incoming mail
  • Scan paper correspondence into computer for workflow processing
  • Import all electronic correspondence into computer for workflow processing
  • Ensure that all correspondence (paper and electronic) is matched to the patient and visible in the patients medical records within a 72 hour timescale
  • Read and identify documents that can be:
    Filed with no-actioned; or
    Forwarded to the appropriate team or clinician for actioning
  • Code the correspondence in the patient medical record accurately, including diagnoses, procedures and investigations
  • Identify urgency of the documents
  • Identify complex or higher risk areas that require input or knowledge from the clinical team including safeguarding
  • Maintain filing system of paper correspondence, and archive documents within the appropriate time frame
  • Summarise all new patient records within four weeks of arrival
  • Undertake chaperone duties during clinical examinations as required
  • Undertake any other additional duties appropriate as requested by Management


  • 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 carer’s, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business. 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

As well as the below:

  • Health & Safety
  • Infection Control
  • Equality and Diversity
  • Quality
  • Communication
  • Personal/Professional Development
  • Contribution to the Implementation of Services

This list is not exhaustive.

The training you will be getting

  • The successful candidate will be enrolled on the Level 3 Business Administrator Standard.
  • This will include working towards your Level 3 Apprenticeship in Business Administration, Functional Skills Level 2 (maths, English if not already achieved) and working within an office environment to develop the skills, knowledge and behaviours required. 

What to expect at the end of your apprenticeship

  • 15 month duration, with a view to being permanent after successful completion of the apprenticeship.

Requirements and prospects

Desired skills and personal qualities

Communication skills, IT skills, Attention to detail, Organisation skills, Team working, Initiative, Non judgemental, Patience, Self Motivated, Good attendance record, Enthusiasm


GCSE or equivalent English (Grade C/4 or above) Essential
GCSE or equivalent Math (Grade C/4 or above) Essential
GCSE or equivalent IT (Grade C/4 or above) Desired

Things to consider

This wage is above NMW for apprentices. Make sure you can travel to the place of work on a daily basis. Check the job description in full. A risk assessment on a DBS check will be undertaken upon offer of employment There needs to be some flexibility in working hours to cover all shifts. However, the surgery may require you to work extra hours during busy/holiday times.

About the employer

We are a friendly, innovative, enthusiastic and proactive practice situated close to the centre of Wakefield. We provide a range of healthcare services to around 9650 patients. We aim to improve the health and wellbeing of our patients through the provision of high quality care delivered by a skilled multidisciplinary team including GPs, practice nurses, healthcare assistant and phlebotomist.


Maybush 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


Mandy Hodson


Apprenticeship standard

Business administrator

Level 3 (A level)

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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