Clapham Park Group Practice

Apprentice Administrator


Clapham Park Group Practice

Training Provider:


Weekly wage £250.00 to £300.00
40.0 hours per week Monday - Friday, working various shifts, Monday, 09:00 – 17:00 Tuesday, 07:45 - 15:45 Wednesday, 07:45 - 15:45 Thursday, 09:00 - 17:00 Friday, 07:45 - 15:45
duration: 18 months
start: 4 December 2019
Advanced(level 3)
Business Administrator Level 3 (A level) (apprenticeship standard)
30 November 2019 (application closing date)
We are looking to recruit an Apprentice Administrator to join our team. As Apprentice Administrator you will work across our team of Medical Receptionists, Practice Administrators and Healthcare Assistants giving you the opportunity to develop a wide variety of skills and learn about the various roles available to you in General Practice.


This is a patient-facing role that also requires you to work well with a number of different colleagues, so strong communication skills are very important. You will also be an enthusiastic team player with the ability to work efficiently both in a team and on your own.

As a practice we are committed to offering our team a friendly, sociable and supportive workplace.


Working in a busy practice puts our reception team in a special position of trust and responsibility. Your attitude to patients and the impression you make are of prime importance to the tone of the practice as a whole. We wish to provide a courteous and caring service to our patients at all times.

When working with our reception team you will be expected to:

  • Provide a professional service
  • Offer excellent customer service, with a caring and compassionate approach
  • Help patients to find the best solution for their problem

Your duties will include, but are not limited to, the following

  • Welcome patients
  • Ensure that consulting rooms are prepared in readiness for each session, checking the full range of forms is available and re-stocking as required.
  • To register new patients ensuring data recorded is precise and consistent.
  • To process and record information in accordance with practice policy.
  • Monitoring the practice appointment system.
  • Tidy rooms and waiting area after each session.
  • To ensure toilets are checked after am session and re-stocked as required.
  • To ensure emergency appointments are made for those patients needing them.
  • To explain practice arrangements and formal requirements to new patients and those seeking temporary registration, ensuring procedures are completed.
  • To action requests for transport/translators/ambulances etc and to enter details in record book.
  • To ensure the reception office is kept tidy and well stocked.
  • To order stationery from PCT/Shared Services as needed.
  • To undertake any duties requested by the management team
  • To take messages and act on them appropriately following practice policies.
  • To process repeat prescriptions in accordance with practice procedural guidelines.
  • To liaise with hospitals/district nurses/health visitors etc.
  • To phone for results and pass them to correct healthcare professional.
  • To welcome visitors and provide refreshments to them and the doctors as required.
  • Loading and emptying the dishwasher and keeping the kitchen clean and tidy.
  • To ensure clinical waste is dealt with correctly and any problems reported immediately to the reception coordinator/operational supervisor. As the new structure develops it is envisaged that the post holder will be given specific areas of work to undertake during their working week. These will be discussed and training provided as required.


Our admin team are the backbone of our practice and ensure that everything runs smoothly. You will need to work diligently and efficiently to ensure that patient information is processed in a safe and timely manner.

Your duties will include, but are not limited to, the following:

  • Ensure correspondence, reports, results etc are filed in the correct way and in the correct record.
  • Ensure records are kept neat and tidy and in good repair with all necessary information recorded on the electronic record and outer envelope of manual records.
  • Ensure records are filed in a timely and organised manner
  • Ensure that patient referrals are processed in line with practice policies and that patients who do not book their appointments are followed up
  • Ensure that any patient records incorrectly sent to the practice are returned to their original sender
  • Process new medical records that arrive each week so that they can be summarised and filed in a timely manner
  • Support the management team by running errands to help prepare for meetings or generally help with the smooth running of the practice


Our healthcare assistants support our clinical team by ensuring that the practice is properly equipped to see our patients. Without their support we would not be able to offer the excellent care that we provide to our patients.

Your duties will include, but are not limited to, the following:

  • Check fridge temperatures as per the practice policies to ensure that vaccines are stored safely
  • Put away deliveries in the clinical store rooms to ensure the practice remains tidy
  • Stock the clinical rooms to ensure that they are well equipped at all times
  • Download patient results to the clinical system from portable tech and forward it to the doctor as per practice policies

Future Prospects

Perm role

Skills Required

  • Previous Customer Service experience
  • Experience of working in a public reception environment (desirable)
  • Experience of telephone switchboard operation (desirable)
  • Experience of working with a clinical system Experience of working within the NHS (desirable)
  • Excellent communication skills
  • Excellent customer service skills
  • Excellent team working skills
  • Excellent Microsoft Office skills

Qualities Required

  • An understanding and adherence to the need for strict confidentiality
  • Ability to use own judgement, resourcefulness and common sense
  • Ability to work as part of an integrated multi-skilled team
  • Pleasant and articulate
  • Able to work under pressure
  • Able to work in a changing environment
  • Able to use own initiative
  • Flexibility of working hours/ able to work at the desired times

Qualifications Required

  • Minimum Level 2 in English and maths or equivalent (Level 2 is equivalent to GCSE grades A*- C ; new GCSE 4 - 9 )

Training Provided

Business Administration level: 3 standard 

Apprenticeship Delivery: Work based qualification. A tutor will visit you every 4-6 weeks in your work place.

Apply now