Apprentice Medical Receptionist - Waterside Medical Practice

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Job Summary

Location: Hayling Island PO11 9AP
Salary per week: £180
Working hours: Monday – Friday. Flexible start finish time on rota. Core hours of surgery are 8am -6.30pm – 40 hours per week
Applications in by: 08/07/2018
Interview Date: 10/07/2018
Job Code: ED28941

An Apprenticeship is a great opportunity to start or develop your career with a salaried job and free training.

Exciting new opportunity to join a busy surgery in Hayling Island. This role will see you providing reception and administration support to the practice team and project a friendly image to patients and other visitors, either in person or via the telephone.

Committed to the apprenticeship programme, Waterside Surgery is a busy but friendly medical practice based in Hayling Island. They offer staff full training and support to become successful and start a career within the practice.

Click to learn more about Waterside Medical Paractice

Duties will include:

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 receptionist and 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 of the primary health care team, secondary care and other associated healthcare agencies

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 reception supervisor/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
  • Computer data entry/data allocation and collation; processing, coding and recording information in accordance with practice procedures
  • Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers
  • Clearing and re-stocking of consulting rooms as required
  • Providing clerical assistance to practice staff as required from time to time, including word/data processing, filing, photocopying and scanning
  • Ordering, re-ordering and monitoring of stationery and other supplies
  • Provision of refreshments for staff and visitors as required and keeping the kitchen area clean and tidy
  • Keeping the reception area, notice-boards and leaflet dispensers tidy, up to date and free from obstructions and clutter
  • Register/deregister patients – computer data entry and medical records.
  • Process patients change of address – computer data and medical records
  • Ensure an effective and efficient reception service is provided to patients any other visitors to the practice
  • Flexibility to cover holidays and sickness are a requirement to this post – there are also “extended hours” shifts to be covered as well as yearly Saturday flu clinics
  • Update patient records according to tasks generated within clinical systems by Doctors (Docman and Emis Web). This may include adding diagnoses or medication as required.
  • Accessing/filing/updating notes as necessary
  • Filing post in medical records
  • Fax and photocopy as requested
  • Scanning documents directly into patient records
  • Any other duties as required

Other information:

In your first 15 months you will work towards completing:

  • Business Administrator apprenticeship Standard Level 3


  • 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 and safety:

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice health and safety policy, the practice health and safety manual, and the practice infection control policy and published procedures. This will 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, free from hazards
  • Actively reporting health and safety hazards and infection hazards immediately when recognised
  • Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
  • Undertaking periodic infection control training (minimum annually)
  • Reporting potential risks identified
  • Demonstrate due regard for safeguarding and promoting the welfare of children.

Contribution to the implementation of services:

The post-holder will:

  • Apply practice policies, standards and guidance
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work
  • Participate in audit where appropriate

This Job Description is neither exhaustive nor exclusive and all job descriptions are subject to review. They will be reviewed annually in conjunction with the post-holder at the annual appraisal. The post-holder is also required to carry out any duties that may reasonably be requested by the Partners, Reception Supervisor or the Practice Manager. Job holders are expected to be flexible and be prepared to carry out any similar or related duties which do not fall within the work outlined.

APPLICANTS WHO ARE PATIENTS OF WATERSIDE MEDICAL PRACTICE – We consider that employing staff who are patients of the practice has significant disadvantages both to the patient and to the practice. Please note therefore that if your application is successful, you will be required to register elsewhere before employment starts.

Skills required:

  • Computer literate with excellent keyboard skills
  • Use of clinical system software eg. EMIS (Desirable)
  • GP Practice experience
  • Reception/Customer Care experience (desirable)
  • Working knowledge and experience of all Microsoft Office applications
  • Excellent communicator both verbally and written demonstrated with people at all levels and in all circumstances
  • Ability to respect confidentiality at all times
  • Understands the role of GP services / Primary Care role within NHS System
  • Understanding of, and commitment to Health and Safety in the workplace


The post-holder should recognise the importance of effective communication within the team and will strive to:

  • Communicate effectively with other team members
  • Communicate effectively with patients and carers
  • Recognise people’s needs for alternative methods of communication and respond accordingly


The post-holder will strive to maintain 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
  • Effectively manage own time, workload and resources

Personal qualities:

  • Computer literate with excellent keyboard skills
  • An enquiring mind with a willingness to learn new skills and procedures
  • Ability to organise own tasks and work systematically
  • Demonstrate an understanding and commitment to good standards of patient care
  • Sensitive to the concerns of others without being disproportionately influenced by them
  • Flexible in approach to work and ability to cover colleagues during leave/busy periods
  • Be able to demonstrate an understanding and commitment to working within a large Primary Care Team
  • Ability to remain calm under pressure
  • Capable of working supervised and unsupervised
  • Capable of consistent accuracy and concentration under pressure
  • Objective and impartial
  • Keen to learn new skills
  • Self-motivated but aware of limits of authority
  • Pragmatic approach to day to day irritations
  • Have a “can do” attitude and be able to demonstrate a flexible approach to the working day
  • Well presented, personable, polite and patient.

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

  • Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
  • Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:

  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Qualifications required:

  • Good level of education to GCSE standard or equivalent


  • 20 days paid holiday and 8 statutory days holiday
  • Free on-site car parking

Future Prospects:

  • Progression routes within the practice upon successful completion of the apprenticeship programme

Applications in by: 08/07/2018
Interview Date: 10/07/2018
Job Code: ED28941

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