Apprentice Patient Services Administrator

Summary

This is an excellent opportunity to join other healthcare professionals, who deliver vital services to patients who are on the journey of improving or maintaining their health. You will need to demonstrate a positive and professional impression of yourself and the GP practice, by delivering excellent care and support to patients.

Wage

£14,526.20 for your first year, then could increase depending on your age

National Minimum Wage rate for apprentices

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Training course

Business administrator (level 3)

Hours

Monday to Friday, 9.00am to 5.00pm, subject to change.

37 hours a week

Start date

Wednesday 2 July 2025

Duration

1 year 6 months

Positions available

1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

Managing patient requests in person, on the telephone, in writing or via online communication
Booking, amending, rescheduling, and cancelling patient appointments
Processing prescription request and dealing with any queries
Action patient care follow- up arrangements as per clinicians’ instructions including dealing with urgent referrals
Assisting with the generic email account for the practice and ensuring information is shared with the correct staff members
Advising patients of chargeable services and processing payments
Providing patients with information about the Practice Services
General housekeeping of reception and waiting areas
Arranging transport and home visits
Managing medical records, recording patient contacts, undertaking clinical coding
Scanning and attaching correspondence received electronically and in hard copy to patient records
Maintaining and updating the practice patient database
Ensuring confidentiality and data protection is always observed

Where you'll work

THE SURGERY
PARK LANE
WOODSTOCK
OXFORD
OX20 1UD

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

College or training organisation

PMA LTD

Your training course

Business administrator (level 3)

Understanding apprenticeship levels (opens in new tab)

What you'll learn

Course contents

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

All mandatory in house training will be via local systems, there will be IT training, Clinical Systems Training.

Business Administration Level 3 Apprenticeship with Clinical Coding.

More training information

Business Administration Level 3 Apprenticeship Training will take place over MS Teams on a monthly basis alongside the Clinical coding Overlay and will be led by PMA Tutors.

Requirements

Desirable qualifications

GCSE in:

English (grade 4)
Maths (grade 4)

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
Attention to detail
Organisation skills
Customer care skills
Problem solving skills
Administrative skills
Team working
Initiative
Non judgemental
Patience

About this company

Woodstock Surgery is a long established, traditional, semi-rural practice with a list size of over 9800. We are based in the Cotswold town of Woodstock, famed for Blenheim Palace, and covering over 30 other villages. We have 5 GP Partners and 1 Salaried GP who are supported by a team of clinical and non-clinical staff members. There is a vacancy for an Apprentice Patient Services Administrator, this is an excellent opportunity to join other health care professionals who deliver vital services to patients who are on the journey of improving or maintaining their health. You will need to demonstrate a positive and professional impression of yourself and the GP Practice by delivering excellent care and support to patients.

https://www.woodstocksurgery.co.uk/ (opens in new tab)

Company benefits

Company Pension

After this apprenticeship

To continue at the practice and grow.

Ask a question

The contact for this apprenticeship is: