Apprentice Medical Receptionist

Portsdown Group Practice

Portsmouth (PO6 3BG)

Closes in 18 days (Monday 29 September 2025 at 11:59pm)

Posted on 11 September 2025

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Summary

We are looking for an apprentice to join our Reception Team to provide high quality reception and administration tasks to help with the smooth running of the practice.

• Wage:

  £23,809 a year

  Check minimum wage rates (opens in new tab)

  Pay will be at an hourly rate of £12.21 per hour.

• Training course: Business administrator (level 3)
• Hours: Monday, 08:00 - 17:30, Tuesday, 09:30 - 18:30, Wednesday, 08:00 - 15:30, Thursday, 08:00 - 13:00, Friday, 10:00 - 18:30.

  37 hours 30 minutes a week

• Start date:

  Tuesday 7 October 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

Reception:

• Receive, assist and direct patients in accessing the appropriate service or healthcare professional
• 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
• Deal with all general enquiries including booking, cancelling and amending appointments
• Facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies
• Register new patients to the practice onto the Clinical System.
• Ensure urgent and home visit requests are recorded appropriately to ensure timely action
• Receive and make telephone calls as required. Participate in the practice centralised call centre
• Promote online services to patients
• Advise patients of relevant charges for private services
• Take payment and issue receipts for any chargeable services, ensuring accurate record keeping

Administration:

• Action prescription requests within the practice timeframe, liaising with pharmacies as appropriate
• Receive and disseminate  incoming mail as appropriate
• Ensure any safeguarding report requests are passed to the PA to Operations Manager responsible for safeguarding in a timely manner
• Open / Close premises in line with procedure – including activation / deactivation of alarm
• Ensure the premises are completely secure
• Report any security issues accordingly

Where you'll work

Cosham Park House Surgery
Cosham Park Avenue
Portsmouth
PO6 3BG

Training

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

Training provider

HAVANT AND SOUTH DOWNS COLLEGE

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 Level 3 Apprenticeship Standard:

• The training for this apprenticeship with Havant and South Downs College will be work based with support and coaching from a college workbased trainer
• Review meetings will be held once a month either in the workplace or on Teams

Requirements

Desirable qualifications

GCSE in:

• English (grade 4)
• Maths (grade 4)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Administrative skills
• Team working
• Initiative
• Ability to work under pressure
• Ability to prioritise
• Good interpersonal skills
• Resilient

About this employer

Portsdown Group Practice covers the whole of Portsmouth from postcode PO1 to PO7. We are a 6 site Practice with a total list size of approx. 62,400 patients. We have 11 Clinical Partners, a vast number of Salaried GPs, Nurse / Paramedic Practitioners, Clinical Pharmacists, a comprehensive Nursing team and other associated health practitioners. We are an active training practice. Due to our size our organisational structure includes a Management Team, based at Kingston Crescent (Group Business Director, Operations Manager, Finance Manager, Business Intelligence Manager, Clinical Team Manager and Management Support Team) and a surgery team at each site. We have also employed an extensive team through our Primary Care Network (PCN) funding. This includes Social Prescribers, Pharmacy Technicians, Frailty and Palliative Care Coordinators and Podiatrist. The practice operates out of 6 surgeries, Cosham Park House (PO6 3BG), Crookhorn Lane (PO7 5XP), Heyward Road (PO4 0DY), Kingston Crescent (PO2 8AL), Paulsgrove (PO6 4HJ), and Somerstown (PO5 4EZ). Everyone working within the Practice is committed to the provision of high-quality care for the benefit of our patients, whom we respect and value. We strive to be an open-minded, friendly, caring, and inclusive team.

http://www.portsdowngrouppractice.co.uk (opens in new tab)

Disability Confident

A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long-term health condition. This includes non-visible disabilities and conditions.

You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.

After this apprenticeship

• Potential for a permanent role in the practice reception team (subject to availability at time of completion) or opportunity to pursue development as opportunities arise

Ask a question

The contact for this apprenticeship is:

HAVANT AND SOUTH DOWNS COLLEGE

Liz Langley

liz.langley@hsdc.ac.uk

07702 885185

The reference code for this apprenticeship is VAC1000341636.

Apply now

Closes in 18 days (Monday 29 September 2025 at 11:59pm)

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