Apprentice Medical Administrator

Summary

The York Medical Practice, Twickenham are looking for an enthusiastic and positive person to join our experienced team of Medical Administrators. You will be the first point of contact for our patients so we are looking for someone with a proven track record of delivering high quality service.

Wage

£21,450 a year

Hours of work will be 10.30am to 6.30pm

Training course

Business administrator (level 3)

Hours

Monday to Friday 10.30am -6.30pm

37 hours 30 minutes a week

Start date

Monday 14 December 2026

Duration

1 year 6 months

Positions available

1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

Front Desk & General Duties

• Greet all patients courteously and direct them to the services they require.
• Answer the telephone courteously and respond to all telephone inquiries, redirecting where necessary.
• Check all prescriptions have been signed.
• Give out correspondence filed in reception to patients after they have confirmed identification.
• Collect certain fees from patients as and when required.
• Register new patients and checking for correct information
• Make new and follow-up appointments for patients over the telephone as per practice protocol.
• To inform the relevant staff member of stocking levels of consumables and request replacements in a timely manner
• To be responsible for the efficient day-to-day running of the Primary Care Services.
• Collection of specimens.
• To ensure confidentiality on all matters relating to patients and information obtained during the course of employment and not to release such information to anybody else other than acting in an official capacity.
• To be responsible for maintaining petty cash according to practice policy.
• Participate in any required training as part of your self-development plan.

Clerical Duties

• Review uncollected scripts and forms/letters awaiting collection after a specified time seek confirmation re disposal from Reception Manager.
• Regularly confirm patient address and contact details against those held on the Practice database and update accordingly.
• Photocopy patient record notes as required
• Retrieve and file patient records when required, ensure the medical records cabinet contents are kept tidy and in alphabetical order at all times.
• Open mail, sort accordingly. 7. Send and receive emails and circulate to designated personnel.
• Ensure plentiful supplies of patient forms and information leaflets are available at all times.
• Undertake clerical duties, specified at the time, concerning data input into the practice system. Enter and maintain Patient and Practice details on the Practice Database in line with Practice policies and procedures.

Main Duties/Key Tasks

• · Monitoring patient call and recall systems
• · Filing and retrieving paperwork
• · Extraction of necessary data from clinical correspondence and input into electronic patient Record.
• · Scan and electronically file copies of hospital referrals and letters and any other relevant correspondence into patients notes.
• · To ensure the efficient running of the practice computer system, carrying out searches, audits and recalls as required by the doctors, nurses and manager.
• · Report faults to software supplier and track progress
• · Maintain the appointments system
• · Ensure security of data at all times

Other

Undertake such other duties or projects as may be reasonably required from time to time as are consistent with the responsibility and scale of the post as agreed with the Reception or Practice Manager.

Where you'll work

Oak Lane Oak Lane
Twickenham
TW1 3PA

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Training provider

HRUC (HARROW, RICHMOND & UXBRIDGE COLLEGES)

Training course

Business administrator (level 3)

What you'll learn

• Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
• Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Training schedule

Apprentices will be required to attend college at least x1 day per week either at Uxbridge, Harrow or Hayes Campus, completing necessary mandatory training and units associated with the apprenticeship. Remote delivery is also avaiable.

The apprentice will be required to complete:

• Work towards gaining a full Qualification.
• Employment Rights and Responsibilities.
• Skills, Knowledge, and Behaviours.
• Standard and End Point Assessment.
• Functional Skills in English, Maths, and ICT (if required).

Other training will be provided by the employer as required to enable the fulfilment of the job role.

Requirements

Essential qualifications

GCSE in:

Maths and English (grade 4-9)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

• Communication skills
• IT skills
• Problem solving skills
• Team working
• Customer care skills
• Administrative skills
• Patience

Other requirements

A genuine desire to work within a busy Medical Practice, flexible approach and a good sense of humour.