Apprentice Data Administrator / Secretary

THE LONG STRATTON MEDICAL PARTNERSHIP

NORWICH (NR15 2UY)

Closes in 19 days (Monday 27 July 2026 at 11:59pm)

Posted on 8 July 2026

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Summary

  • To provide a high-quality administrative and secretarial service to the Practice team, ensuring accurate, timely processing of clinical correspondence and documentation.

 

Wage

£15,600 for your first year, then could increase depending on your age

National Minimum Wage rate for apprentices

Minimum wage rates (opens in new tab)

Training course
Business administrator (level 3)
Hours
Monday - Friday. Shifts TBC.

37 hours 30 minutes a week

Start date

Tuesday 1 September 2026

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

  • To provide a high-quality administrative and secretarial service to the Practice team, ensuring accurate, timely processing of clinical correspondence and documentation.
  • To support safe patient care through effective document workflow, coding, summarising and maintenance of patient records within SystmOne, ensuring compliance with confidentiality and information governance requirements.
  • Provide audio typing and word processing support for GPs and healthcare professionals, including preparation of referral letters and other documentation.
  • Process referrals via the NHS e-Referral Service (eRS) and manage associated correspondence as required.
  • Process medical reports, patient questionnaires and other administrative documentation accurately and in line with practice procedures.
  • Attend meetings and take minutes when required.
  • Receive and initiate outgoing telephone calls to facilitate timely communication with patients and external organisations.
  • Receive and dispatch mail and maintain an effective pending/filing system.
  • Code or re-code relevant clinical information onto the patient record, including new diagnoses and updates, in accordance with practice protocols and SNOMED standards.
  • Ensure strict confidentiality when handling patient notes and information and comply with information governance requirements.
  • Review medical records for completeness and identify gaps within the patient history, supporting accurate clinical decision-making.
  • Extract information for coding from both paper-based and electronic sources and enter this into SystmOne in line with agreed summarising standards.
  • If a patient record has been received electronically (e.g., GP2GP), validate the record for completeness and resolve any issues in liaison with clinicians.
  • Raise any issues identified with the named GP or appropriate clinician to resolve queries and ensure high-quality records.
  • Update and maintain referral templates and associated standard letters within SystmOne as required.
  • Update and maintain clinical templates/searches and support running searches for QOF and other clinical domains as requested.
  • Assign and process unmatched laboratory reports and electronic documents where required, in line with practice workflow procedures.
  • Run immunisation and cervical screening programme administration tasks where delegated.
  • Support the IT & Admin Lead/Practice Manager with issues relating to Practice intranet, website, social media and other relevant administrative tasks where required.
  • Request/prepare patient record notes urgently via Primary Care Support England (PCSE) when needed.
  • Generate medical reports and respond to information requests including Subject Access Requests (SARs) in accordance with policy and GDPR/Data Protection requirements, escalating complex cases appropriately.
  • Use IGPR effectively to co-ordinate responses to insurance company requests.
  • Complete private admin requests in a timely and appropriate manner forwarding documentation to GP’s as appropriate, taking payments for license requests, liaising with patients as appropriate to provide an effective service.
  • Support clinicians by providing timely information, searches and administrative support to enable effective care planning and clinical decision-making.

 

 

 

Where you'll work

SWAN LANE SURGERY
SWAN LANE
LONG STRATTON
NORWICH
NR15 2UY

Training

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

Training provider

POULTEC TRAINING 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

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

Essential 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
  • Organisation skills
  • Customer care skills
  • Administrative skills
  • Team working
  • Initiative
  • Non judgemental

About this employer

  • At Long Stratton Medical Partnership, we take pride in being a family focused, close knit team – our ‘work family’ is how we often describe ourselves. We offer a supportive, positive culture which is well-lead, and provide regular supervision and training for all staff.  
  • Long Stratton Medical Partnership is a busy rural Doctors Surgery with just over 11,000 patients.  We aim to provide care to all our patients in a friendly and efficient working environment.  You will be part of a hardworking and dedicated team. 

http://www.longstrattonsurgery.nhs.uk (opens in new tab)

Disability Confident

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

Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).

  • A permanent position may be available in the Surgery for the right candidate following successful completion of the apprenticeship. 

Ask a question

The contact for this apprenticeship is:

POULTEC TRAINING LIMITED

The reference code for this apprenticeship is VAC2000041193.

Apply now

Closes in 19 days (Monday 27 July 2026 at 11:59pm)