Reception & Administrative Apprentice

Dover, Kent
£4.00/ hour, £128/week
11 Apr 2018
09 May 2018
Job Level
Contract Type
Full Time

Employer Description

Lydden Surgery is a rural dispensing GP practice.  We provide general medical services to patients living within our practice boundary.

Description of vacancy

This is a busy and varied position.

You will be responsible for representing the practice by meeting and greeting patients, assisting patients with booking appointments and dealing with their enquiries such as giving out test results and dealing with patient correspondence from outside agencies.

This is a highly computerised and administrative role which requires a responsible person who has a keen eye for accuracy and professionalism.

You will be working in a highly sensitive and confidential environment.


  • At the start of day, opening premises, switching on all reception systems, following reception procedure for opening the surgery and ensuring consulting rooms have correct name plates. Any unusual occurrences should be reported to the Practice Manager immediately.
  • Restoring telephone service from night service in the morning and putting on night service at the end of the working day.
  • Securing premises before leaving, following the reception procedure for closing the surgery, including switching of all lights, closing of windows etc.
  • Answering the telephone within six rings, ensuring that confidentiality is maintained whilst using the telephone
  • Receiving and processing telephone enquiries.
  • Receiving and recording requests for home visits and messages for district nurses, health visitor and midwives, etc.
  • Booking patient appointments and logging patient requests for phone calls from doctors.
  • Receiving and routing patients on arrival.
  • Filing and extracting patients records and any documents relating to them as necessary.
  • Receive Lloyd George Wallets containing previous medical records for new patients and file.
  • Assisting in other departments when there is a staff shortage
  • Registration of new patients to include the necessary completion of forms and informing patients of the services we provide.
  • Pulling and distributing medical records required for change of address, insurance, etc.
  • Deduct patients and return their medical records for patients leaving the practice
  • Tidying waiting rooms after surgery, ensuring it is a safe area for patients and children.
  • Making tea and coffee for doctors and clearing up where necessary.
  • Ensuring that the reception area is left tidy and ready for use by colleagues.
  • Ensuring colleagues are informed of any unresolved or urgent matters in handover.
  • Attending appropriate training courses as required.
  • Ensure the procedures are followed for petty cash
  • Monitor stationery and inform the appropriate person when stocks become low
  • Ensuring the confidentiality of documents and practice business.
  • Taking delivery or parcels/ deliveries and ensuring the relevant person is notified timely
  • Ensure adequate stocks of new patient registration packs are available
  • Ensure where possible patients contact details are up to date and accurate
  • Ensure practice post is delivered to the post office timely


  • Ensure the successful completion of daily backup to the computer system
  • Put New Patient Registration Health Check info onto Patients Notes
  • Scanning all correspondence
  • READ code patient correspondence onto patients’ medical records
  • Monitoring Path Lab Links (Patient results from blood tests)
  • Where required organise clinics and send out invites Maintain such registers and recall systems as required by your department such as for the HPV vaccine/ smokers register etc
  • Liaise with the finance team so that invoices are raised for specific services.
  • Performing such clerical tasks as may be reasonably requested.

Special requirements of the post

  • Ability to self-motivate, organise and prioritise own workload.
  • An understanding, acceptance and adherence to the need for strict confidentiality.
  • Basic computer skills.
  • Willingness to learn new computer software both clinical and non-clinical
  • Ability to use own judgement, resourcefulness and common sense.
  • Excellent communication skills
  • Polite personal manner when dealing with patients.
  • Understand the importance of clear desk policies


£4.00/ hour

£128 / week


A Full day is 8.00am to 6.00pm with one hour unpaid lunch break.

A half day is 5 hours.

Total Hours 35 per week per position

Total Paid hours 32 per week

Each full day you will receive a one hour unpaid lunch break.

Each full day worked you will receive one paid 10 minute break in the morning and one paid 10 minute break in the afternoon. If you work a half day you will receive one paid 10 minute break.

Skills Required

Confident in using/ learning different computer systems as well as office equipment such as scanners and photocopiers.

Customer service training / good understanding of the importance of good customer service.

Experience in or good understanding of confidentiality and information governance.

Personal Qualities

  • Dedicated to learning and personal development
  • Focussed approach to work
  • Enthusiastic
  • Able to work as part of a team
  • Able to work on own initiative
  • Good communication skills
  • Reliable.
  • Approachable
  • Punctual
  • Focussed
  • Well-spoken and presentable
  • Good attention to detail

Qualifications Required

Minimum achieved Grade D or equivalent in English and Maths.

Training Provided

On the job training with the employer whilst working towards the Apprenticeship Framework - consisting of the Intermediate NVQ Level, Technical Certificate and Functional Skills if appropriate.

Regular work based assessments/observations carried out by Kent Training & Apprenticeships Tutor Assessor, to determine competency and meet with Awarding Body standards.

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