Apprentice Clinical Administrator and Receptionist - Sunnyside Medical Centre

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Job Summary

Location: Portsmouth PO4 8TA
Salary per week: £148.00
Working hours: Mon-Fri hours to be advised (37 hours per week)
Applications in by: 19/08/2018
Interview Date: 23/08/2018
Job Code: ED29394

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 Fratton. 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, Sunnyside Medical Centre are a busy but friendly medical practice based in Fratton. They offer staff full training and support to become successful and start a career within the practice.

Click to learn more about Sunnyside Medical Centre

Duties will include:

  • Willingness to gain an understanding, acceptance and complete adherence to the need for strict patient confidentiality either verbally, with written information or when using any computer data.
  • A mature outlook, able to deal politely and calmly with any requests from patients or staff.
  • The post-holder will assist in promoting their own and others’ health, safety and security as defined in the practice Health and Safety Policy.
  • To gain and understanding of medical governance and ensure that all Information Governance regulations are upheld, including GDPR.
  • An ability to use one’s own judgement, resourcefulness and common sense to help resolve problems.
  • Good communication skills.
  • To maintain a good standard of appearance as befits the high standards of the medical centre. 
  • Strong team working skills whilst retaining a flexible approach to working.
  • Throughout the training period the post holder will be supported and expected to complete all essential educational and training as required under the apprenticeship scheme.

Clinical Administration Duties

  • Accurate data input, data extraction, data scanning, photocopying, faxing, filing and typing duties as needed.
  • To deal with internal and external post and emails on a day to day basis.
  • To obtain and retrieve clinical/non-clinical records as requested.
  • To photocopy clinical records as required by third parties, ensuring that patient consent is in place prior to copying.
  • To maintain filing systems in line with organisations policies and procedures.
  • To be a flexible and supportive member of the team.
  • To adhere to the local and national Health and Safety regulations and the organisations Policies and Procedures.
  • To sign a learning contract with the training provider and adhere to the agreement.
  • Complete general administrative duties as directed by other staff members, including the routine filing of hardcopy patient notes.
  • Open and distribute the daily post to correct staff/departments.

Reception Duties

  • To receive all patients and visitors with a calm, friendly, positive and highly professional manner. To make sure that all requests are dealt with as quickly and courteously as possible.
  • To respond politely and efficiently to all telephone enquiries to the medical Centre.
  • Operate the medical Centre home/emergency visit system in accordance with the requirements of the GPs.
  • To book appointments to ensure the efficient flow of patients into the consultation and treatment rooms.
  • To ensure that patients without appointments who are requesting an urgent consultation are seen either via the urgent care clinic or an emergency doctor.
  • Clearly explain medical Centre procedures to all new patients, including those seeking temporary cover.
  • To advise patients of the relevant charges for professional services, to take payments and issue receipts.
  • In accordance with the repeat prescriptions procedure, ensure that prescription requests are actioned and recorded appropriately.
  • Upon instruction by the Doctor, to action requests for patient transportation (e.g., by ambulance), and record appropriately.
  • To ensure that the main reception and waiting areas (including the Urgent Care Clinic waiting areas) are always kept in a neat and organised manner.
  • To ensure that patient literature/posters are clearly displayed whilst ensuring that out of date information is removed in a timely manner.

Other information:

  • This is a 15 Month Apprenticeship of which you will work towards achieving Level 3 Business Administration Standard

Skills required:

  • Applicants must be keen to work within a professional, yet friendly and family orientated office environment in an Administration capacity. You must be able to demonstrate excellent organisational and time management skills with the ability to multi-tasks and meet deadlines.
  • Experience of handling sensitive/confidential information
  • Experience of working to tight deadlines
  • Experience of using all Microsoft applications
  • Experience of using databases

Please note that although having experience is listed this is not essential.

Personal qualities:

  • Good/High standard of appearance
  • Exceptional attention to detail
  • Good organisational skill
  • Excellent customer service skills
  • Good written and verbal communication skills
  • Team Player
  • Positive 'can do' attitude

Qualifications required:

  • Minimum of 5 GCSEs, including Maths, English & ICT, A*-C grade / Grade 4 or above


  • 25 days holiday, plus 8 bank holidays
  • Company pension scheme once eligible

Future Prospects:

  • If successful and found to be suitable, long term employment may be available
  • Career progression
  • Additional training and qualifications available within the industry sector

Applications in by: 19/08/2018
Interview Date: 23/08/2018
Job Code: ED29394

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