The Stonebridge Practice

Receptionist/ Administrator Apprenticeship - Advanced (Level 3)

The Stonebridge Practice (Employer)

Practice Managers Education & Training Ltd (Training Provider)

Weekly wage £136.50 to £261.60
30.0 hours per week 30 hrs per week shift system 8 am - 7 pm
18 months (duration)
1 November 2020(start date)
Business Administrator (apprenticeship standard)
1 October 2020 (application closing date)
Register interest

Job Description

The role requires the candidate to provide excellent customer service and administrative / clerical assistance to a busy GP Practice. Send your CV to Susan Okaikori & answer the questions 1. What are your intentions or ambitions over the next few years? 2. What are your strengths and weaknesses?


The purpose of the role is to:

  • 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
  • Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
  • Undertake a variety of administrative duties to assist in the smooth running of the Practice including the provision of secretarial and clerical support to clinical staff and other members of the Practice team
  • Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

Duties and Responsibilities:

The duties and responsibilities to be undertaken by members of the Practice administration team may include any or all of the items in the following list.  Duties may be varied from time to time under the direction of the Senior Receptionist/Practice Manager, dependent on current and evolving Practice workload and staffing levels:

  • Maintaining and monitoring the Practice appointments system
  • Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
  • Processing and distributing incoming (and outgoing) mail
  • Taking messages and passing on information
  • Filing and retrieving paperwork
  • Processing repeat prescriptions in accordance with Practice guidelines
  • Computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures
  • Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
  • Clearing and re-stock consulting rooms as required
  • Providing clerical assistance to Practice and Trust staff as required from time to time, including word/data processing, filing, photocopying and scanning
  • Providing assistance to clinical staff (Doctors, Practice Nurse) including the accurate maintenance of Disease Registers e.g. Updating Chronic Disease Registers
  • Clerical duties to include: monthly searches - call/recall for Cytology, Antenatal/Postnatal bookings, Childhood immunisations and surveillance. New patient registration, Choose & Book appointments
  • Ordering, re-ordering and monitoring of stationery and other supplies
  • Dealing with clinical waste
  • Provision of refreshments for staff and visitors as required; loading and emptying the dishwasher and keeping the kitchen area clean and tidy
  • Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter
  • Infection Control - See Health & Safety and Infection Control Responsibilities


  • In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters.   They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
  • In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers.  They may also have access to information relating to the Practice as a business organisation.  All such information from any source is to be regarded as strictly confidential
  • Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health & Safety Policy, to include:

  • Using personal security systems within the workplace according to Practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
  • Reporting potential risks identified

Future Prospects

  • HCA training, Management training

Skills Required

  • Good customer service skills and excellent communication skills with the ability to use own initiative
  • Must have excellent proven customer service, clerical skills along with competent computer skills using Microsoft Office - Word, Excel, Powerpoint and Email.Willingness to learn and ability to use new individual database packages and associated equipment relating to the job and undergo relevant familiarisation and training
  • Applicant must have excellent written and spoken english to communicate clearly both face to face and over the phone, Previous experience in GP is  desirable

Qualities Required

  • A confident and flexible team player who enjoys a challenge and the ability to remain calm under pressure

Qualifications Required

  • IT and English qualifications

Training Provided

  • Business Administrator level 3
  • Training will be provided.  You will be enrolled on the PMA Business Administration Apprenticeship Programme 
  • The practice will supply work training in Clinical system, electronic document management and recording. Manual filing
Register interest