Apprentice Receptionist Administrator

The Role

An exciting opportunity has arisen for a highly motivated and enthusiastic person to join our small but friendly reception and administrative team as an Apprentice. The successful applicant will become an important member of a team providing comprehensive reception and administrative services to our clinical team.

We are looking for a special sort of person to join our team. Ideally this person will have an interest in working in an office environment, will have a good standard of general education and will have strong computer skills. It is important that the successful candidate has good communication skills and a caring attitude too.

The role will involve working on our busy reception desk and undertaking a wide range of other administrative duties including telephone call handling, filing, scanning, photocopying and other duties as set out in the job description.

The apprenticeship is in partnership with the local college. This will ensure that you are supported through a high\-quality NVQ training programme. The experience, skills and qualification you will gain from working at our practice, could help you secure a permanent position within the NHS on completion of your apprenticeship.

The normal working hours will be agreed with the successful applicant but will be between 08\.00 and 19\.00 hrs Monday – Friday, 37\.5 hrs per week.

About Us

St Saviours Surgery is a 2 Partner training practice serving over 5,700 patients. We are located in Malvern Link, close to the Malvern Hills, an area of outstanding natural beauty.

We are a small and friendly practice, dedicated to providing excellent care to our patients. The clinical team comprises of 2 GP Partners, 2 Salaried GPs, 1 GP Registrar, 3 Practice Nurses and 1 HCA, all supported by a full administrative team.

We are part of Malvern Town Primary Care Network working together with three other Malvern practices and a range of local providers across primary care, community services, social services and the voluntary sector to offer personalised, coordinated health and social care to our local community.

Main duties and responsibilities

· Providing an efficient and friendly reception service for all patients and visitors to St Saviour’s Surgery

· Providing efficient and effective administrative support to the Doctors and other members of the clinical team at St Saviour’s Surgery

Specific Duties

Reception

· Deal with all general enquiries and make appointments for patients

· Answering the telephone

· Take messages and pass the information on to the intended recipient

· Monitor patient appointments and keep patients informed of any delays

· Advise patients about different practice procedures (e.g. registering as a new patient and ordering prescriptions)

· Keeping reception area clean and tidy

· Receiving clinical samples from patients

· Receive payments for private fees and issuing a receipt

· Assisting in the provision of basic life support or other treatment to patients who are taken unwell in reception until the arrival of a member of the clinical team

Administration

· Provide general administrative support to the clinical team

· Undertaking a wide range of administrative duties including processing mail, managing emails, word processing and photocopying

· Retrieving and filing records as required in alphabetical order

· Scanning and linking Consultant letters and test results to patient records

· Book appointments for patient recalls and update the patient records appropriately

· Ensuring correspondence, reports and results are filed appropriately

· Arranging emergency and urgent patient transport when requested by a GP

General office Duties

· Unpacking orders and putting stock away (stationery and clinical supplies)

· Making refreshments for clinical and administrative staff

· Help to keep reception and office areas tidy

Premises

· Management of notice boards

· Monitoring weekly milk orders

· Assist with monthly water testing

· Assist with organising ad hoc building maintenance

· Read gas/electric meters when required

Education and development

· Participate in any training and development activities arranged by the Practice

· Participate in monthly Progress Reviews

· Participate in an Annual Performance Review (Appraisals)

· Maintain an awareness of all practice policies and procedures

Confidentiality

· Maintaining confidentiality relating to patients, staff, visitors and general practice business

· Upholding the Caldicott Report Principles with respect to the confidentiality of patient identifiable information

· Complying fully with the Data Protection Act and GDPR 2018

Health and Safety

· Being aware of an employee’s responsibilities under the Health and Safety at Work Act (1974\)

· Take care of your own health and safety, and not interfere with, or misuse, with anything provided for your health and safety or welfare

· Reporting all non\-clinical and clinical accidents or incidents promptly and when requested, co\-operate with any investigations undertaken

Other requirements of the post

· Feedback any relevant patient related information to Nurses or Doctors

· To work as an effective team member with all administrative and clinical colleagues at the Practice

· Follow all practice policies, procedures and protocols

· Contribute to the development and improvement of patient services

· Attend meetings with other clinical and administrative colleagues

· Maintain a good relationship with patients, relatives carers, other Health and Social Care colleagues and voluntary organisations

· Respecting privacy, dignity, needs and beliefs of patients and carers

· Acting in a way which is welcoming to the individual, which is non\-judgemental and respectful of their circumstances, feelings and rights

This Job Description is not intended to be exhaustive. It may be subject to a periodic review and amendment in consultation with the post holder.

Summary

• As an Apprentice Receptionist Administrator, you will be essential in managing front desk operations and providing administrative support within the Practice. Reporting to the Office Manager / Reception Team Lead, your core skills in computer proficiency, phone etiquette, and organisational abilities will ensure efficient communication and data management. You will contribute to a well\-organised office environment. Your role is vital in maintaining a professional atmosphere while assisting with various clerical tasks and supporting team members effectively.

Pay: From £8\.00 per hour

Benefits:

• Company pension


• Employee discount


• On\-site parking


• Sick pay

• GCSE or equivalent (preferred)

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