Reception and Admin Support Apprenticeship
The Wells Medical Practice - Tunbridge Wells
Abbey Courts, (TN4 9TF)
Closes in 28 days (Thursday 18 September 2025)
Posted on 21 August 2025
Contents
Summary
Offer general assistance to the Practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. Undertake a variety of administrative duties to assist in the smooth running of the Practice.
- Wage
-
£13,741 a year
- Training course
- Business administrator (level 3)
- Hours
-
Monday - Friday, 9.00am - 5.00pm
35 hours a week
- Start date
-
Thursday 25 September 2025
- Duration
-
1 year 3 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
Duties and Responsibilities:
The duties and responsibilities to be undertaken by an Admin Apprentice may include some or all of the items in the following list, dependent on competency levels, and current and evolving Practice workload and staffing levels. Duties may be varied from time to time under the direction of the Practice Manager
To efficiently undertake basic administration and clerical duties which may include the following duties as directed:
- To deal with internal and external post and emails on a day to day basis
- To answer/deal with queries, both face to face and via the telephone, take messages and pass them on to the relevant member of staff in an appropriate and timely manner
- To meet and greet visitors as required
- To provide appropriate reception cover as and when required
- To obtain and retrieve clinical/non-clinical records as requested
- To support the control of clinics/appointments and retrieve records
- To maintain filing systems in line with organisations policies and procedures
- To assist with the ordering and maintenance of stock supplies (specific to role as appropriate)
- Collating information for reports
- To be a flexible and supportive member of the team
To adhere to the local and national Health and Safety regulations and the Prescriptions:
- To ensure that requests for acute and repeat prescriptions are processed in line with contract requirements
- To identify patients whose prescriptions are due for review for the relevant GP
- To manage systems for passing prescriptions to pharmacies who provide a collection service
- To liaise with doctors, patients, hospitals, pharmacists, and others as and when required in connection with medication prescribed for registered patients
- Management of the recording system for controlled drugs
- Ordering of stationery required for issuing prescriptions
- Ensuring that registrations and deductions are processed in line with Health Authority requirements, and that appropriate record keeping systems are up-to-date and fit for purpose
- Ensuring that the system for the record keeping of temporary residents is kept up to date
- Summarising of patient notes in line with internal procedures and external QOF deadlines
- Using appropriate read codes, scanning correspondence to ensure the accurate recording of Quality and Outcome Framework (QOF) specific information, and patient specific information, bearing in mind the implications of such recording
- Ensuring that patient records are kept up to date with relevant information, enabling clinicians and other relevant staff to access accurate and up to date patient histories
- Throughout the training period the post holder will be expected to complete all educational and training as required
Practice Policies and Procedures:
- To sign a learning contract with the training provider and adhere to the agreement
- To assist in the administration process associated with service audits (specific to role as appropriate)
- To be responsible for the use of physical equipment and to report any defects in equipment as appropriate
At Wells Medical Practice, you will be working towards a Business Administration Level 3 Qualification over the course of 15 months.
Where you'll work
Abbey Courts,
TN4 9TF
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
LIFETIME TRAINING GROUP LIMITED
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.
Training schedule
Business Administrator Apprenticeship Level 3 including Functional Skills in maths and English
Requirements
Desirable qualifications
Other in:
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Skills
- Team Working
- Organisation Skills
About this employer
At the Wells Medical Practice our goal is to provide the best possible care for our patients within the resources available.
After this apprenticeship
- Long term position and a possible differ to the clinical side of things or gradually admin responsibility increase (management)
Ask a question
The contact for this apprenticeship is:
LIFETIME TRAINING GROUP LIMITED
The reference code for this apprenticeship is VAC1000338478.
Apply now
Closes in 28 days (Thursday 18 September 2025)
Sign in with your GOV.UK One Login to apply.
After signing in, you’ll apply for this apprenticeship on the company's website.