Apprentice GP receptionist/administrator

Overview Details Apply


Number of vacancies:

Company name:
Dean Cross Surgery

Company location:

Salary per week:



Patient/ Customer Care

  • To meet and greet patients, members of the public and visitors to the practice in a friendly and courteous manner
  • Offer general assistance and project a professional, positive and friendly image to patients and other visitors, either in person or via the telephone.
  • Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies.
  • Liaise with district nurses, midwives and other professionals within the community teams, on behalf of patients
  • Ensure an effective and efficient reception service is provided to patients and any other visitors to the Practice
  • Ensure that excellent customer care is being delivered at all times
  • Offer solutions and actively listen to patients to resolve issues.
  • Deal with complex and sensitive issues
  • Receive specimens for laboratory analysis from patients and advise patients of their test results on request
  • Arrange patient transport as directed


  • Process telephone requests for appointments, visits and telephone consultations
  • Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way, including sign posting patients to the most appropriate appointments using in-house triage guidance.
  • Deal with all general enquiries, explain procedures and make new and follow-up appointments.
  • Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner.
  • Book appointments ensuring sufficient information is recorded to ensure retrieval and accurate notes and use of the medical record.
  • To welcome visitors and patients to the surgery at the reception desk when required.
  • Monitor flow of patients into consulting and treatment rooms
  • Maintain and monitor the practice appointments system, adding clinics and amending slots as directed
  • Maintain and monitor the practice appointments system, adding clinics and amending slots as directed
  • Collate patient data as directed
  • Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
  • Chaperoning, following appropriate training.
  • In liaison with the relevant clinician, organise specialist clinics, contacting patients and co-ordinating appointments
  • Under the direction of the senior receptionist, apply initial triage procedures in order to establish the most appropriate level of care for patients

Prescriptions & pathology

  • Receive requests for repeat prescriptions from patients, pharmacy and care home staff, and process these in a timely and accurate manner and distribute signed prescriptions on request
  • Dealing with prescription enquiries that other members of staff are unable to answer from patients and local pharmacists
  • Identifying and suggesting ways of how to improve the repeat prescription process
  • Pathology: Follow up patients with abnormal test results, as instructed by the GP.

Patient Registrations

  • Explain Practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed.
  • Ensure that all registrations including New, immediately necessary and temporary residents are registered onto the computer system promptly and accurately.
  • Retrieve and re-file hardcopy records as required, ensuring that records are maintained in strict alphabetical order.

General administration

  • Maintain a full working knowledge of all practice clinical and administrative procedures
  • To work in accordance of written practice & reception protocols.
  • Extracting and filing notes for surgeries as and when necessary
  • Filing post in medical records as and when necessary
  • Scan paperwork onto clinical system and workflow to appropriate person
  • Undertake workflow tasks according to practice protocol
  • Provide cover for other receptionists’ administrative duties and responsibilities when required
  • Process general patient data when required, including changes of address, personal information, and clinical data where directed


  • Maintain a working knowledge of the patient data system


All training to be provided by City College Plymouth in collaboration with the company themselves throughout the duration of the apprenticeship.

Qualities and skills:


  • Effective communication and interpersonal skills (Tasks and Oral)
  • Good level of computer literacy
  • Clear, polite telephone manner
  • Strong Customer service skills
  • Ability to deal with sensitive issues often within hostile or emotional situations
  • Time Management and the ability to work to deadlines
  • Ability to use own initiative and work under minimum supervision
  • Confidence  and ability to follow practice protocol in an emergency situation
  • Able to work well as part of a team
  • Flexible approach to work
  • Evidence of problem solving and improving processes
  • Sensitive to the needs of service users, their families and carers
  • Recognise own development needs and identify how these may be met
  • Confidence in ability to understand practice policy and protocols.


  • The postholder will strive to maintain and improve quality within the practice, and will:
  • Alert other team members to issues of quality and risk.
  • Assess own performance and take accountability for own actions, either directly or under supervision.
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
  • Work effectively with individuals in other agencies to meet patients’ needs.


Apprentices who complete their training would be considered for a position in the practice.

Other info:

  • We have a partnership with another local Practice within a half mile and we would want the apprentice to work at each site in times of sickness.
  • You may need to compete an assessment with City College Plymouth before being considered for this position