(App812) Apprentice Administrator Level 3

KEIGHLEY ROAD SURGERY

WEST YORKSHIRE (HX2 9LL)

Closes in 20 days (Friday 30 January 2026)

Posted on 9 January 2026

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Summary

The Receptionist/Administrator is a key member of the practice team, responsible for providing the first point of contact for patients and visitors. The post-holder ensures a high standard of patient service through professional, courteous, efficient administrative and well-led care in accordance with Care Quality Commission (CQC) standards.

• Wage:

  £14,918.80 for your first year, then could increase depending on your age

  National Minimum Wage rate for apprentices

  Check minimum wage rates (opens in new tab)

• Training course: Business administrator (level 3)
• Hours: Shifts to be decided upon.

  38 hours a week

• Start date:

  Sunday 1 February 2026

• Duration:

  1 year 9 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

1. Reception and Patient Services

•  Provide a professional, friendly, and compassionate front-of-house service to patients and visitors.
• Receive, assist, and direct patients to appropriate services or clinicians.
• Handle telephone, online, and face-to-face enquiries efficiently and sensitively.
• Manage appointments, home visits, and telephone consultations using the clinical system (e.g. EMIS Web/SystmOne).
• Signpost patients appropriately to NHS 111, pharmacy, or community services where suitable.
• Register new patients, update details, and process temporary residents.
• Respond promptly to urgent or emergency situations, following Practice escalation procedures.

2. Administrative and Clerical Duties

• Process and distribute incoming and outgoing mail and correspondence.
• Manage clinical and administrative messages accurately and efficiently.
• Provide clerical support, including typing, scanning, and document management.
• Process repeat prescription requests in accordance with Practice policy.
• • Maintain accurate records and filing systems, ensuring compliance with GDPR.
• •Support clinicians with administrative tasks such as referrals, letters, and audit data.
• Keep clinical rooms and reception areas tidy, clean, and appropriately stocked.
• Order, monitor, and manage stationery and consumables.
• Assist in the delivery of digital services such as online booking, electronic prescribing, and patient text messaging.

3. Confidentiality and Data Protection

• Maintain strict confidentiality of all patient and practice information.
• Comply with the Data Protection Act 2018, UK GDPR, and Practice Confidentiality Policy.
• Share information only with authorised individuals in line with policy.
• Report any data breaches or information governance incidents immediately to the Practice Manager or Caldicott Guardian.

4. Health, Safety, and Infection Prevention

• Adhere to all Practice health & safety and infection prevention and control (IPC) procedures.
• Maintain safe working conditions for patients, visitors, and staff.
• Identify and report risks, hazards, or incidents promptly.
• Participate in regular health & safety and relevant training.
• Maintain clean and safe reception, waiting, and staff areas.
• Dispose of clinical waste appropriately and safely.

5. Equality, Diversity, and Inclusion

• Treat all patients, carers, and colleagues with dignity, respect, and fairness.
• Recognise and respond sensitively to cultural and individual differences.
• Promote equality and inclusion in all aspects of work.

6. Safeguarding

• Be aware of and follow the Practice’s safeguarding policies and procedures.
• Identify and report any safeguarding concerns involving children or vulnerable adults to the Practice Safeguarding Lead.
• Complete all required safeguarding training.

7. Personal and Professional Development

• Participate in induction, training, and annual performance reviews.
• Take responsibility for personal learning and development.
• Maintain up-to-date knowledge of Practice systems and NHS initiatives.
• Complete mandatory e-learning and refresher training as required.

8. Quality and Continuous Improvement

• Contribute to Practice quality improvement.
• Participate in audits, patient surveys, and team meetings.
• Identify and suggest improvements to patient experience and service efficiency.
• Report incidents, near misses, or concerns following the Practice Significant Event policy.

Where you'll work

KEIGHLEY ROAD SURGERY
ILLINGWORTH
HALIFAX
WEST YORKSHIRE
HX2 9LL

Training

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

Training provider

CALDERDALE 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

This training schedule has not been finalised. Check with this employer if you’ll need to travel to a college or training location for this apprenticeship.

Requirements

Desirable qualifications

GCSE in:

• English (grade C/4)
• Maths (grade C/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
• Attention to detail
• Team working
• Patience
• Interpersonal skills
• Professionalism
• Empathy

About this employer

We are a well-established and patient-focused GP practice committed to delivering high-quality, compassionate primary care to our local community. Our practice provides a full range of general medical services and works closely with community health teams and local partners to ensure coordinated, effective care for our patients.

Company benefits

Entitled to 27 days annual leave plus bank holidays pro rata. Birthday day as holiday. Attendance reward of an additional weeks leave. And they would be entitled to an NHS pension if they wish.

After this apprenticeship

To be discussed on completion of apprenticeship.

Ask a question

The contact for this apprenticeship is:

CALDERDALE COLLEGE

The reference code for this apprenticeship is VAC2000007892.

Apply now

Closes in 20 days (Friday 30 January 2026)

After signing in, you’ll apply for this apprenticeship on the company's website.