Apprentice Administrator Level 3 in Halifax

The Receptionist/Administrator is a key member of the Practice team, responsible for providing the first point of contact for patients and visitors. The post-holder ensures a high standard of patient service through professional, courteous, and efficient administrative support, contributing to the delivery of safe, effective, caring, responsive, and well-led care in accordance with Care Quality Commission (CQC) standards., We are a well‑established and patient‑focused GP practice committed to delivering high‑quality, compassionate primary care to our local community. Our practice provides a full range of general medical services and works closely with community health teams and local partners to ensure coordinated, effective care for our patients.
Reception and Patient Services
Provide a professional, friendly, and compassionate front‑of‑house service to patients and visitors.
Receive, assist, and direct patients to appropriate services or clinicians.
Handle telephone, online, and face‑to‑face enquiries efficiently and sensitively.
Manage appointments, home visits, and telephone consultations using the clinical system (e.g. EMIS Web/SystmOne).
Signpost patients appropriately to NHS 111, pharmacy, or community services where suitable.
Register new patients, update details, and process temporary residents.
Respond promptly to urgent or emergency situations, following Practice escalation procedure.
Administrative and Clerical Duties
Process and distribute incoming and outgoing mail and correspondence.
Manage clinical and administrative messages accurately and efficiently.
Provide clerical support including typing, scanning, and document management.
Process repeat prescription requests in accordance with Practice policy.
Maintain accurate records and filing systems, ensuring compliance with GDPR.
Support clinicians with administrative tasks such as referrals, letters, and audit data.
Keep clinical rooms and reception areas tidy, clean, and appropriately stocked.
Order, monitor, and manage stationery and consumables.
Assist in the delivery of digital services such as online booking, electronic prescribing, and patient text messaging.
Confidentiality and Data Protection
Maintain strict confidentiality of all patient and practice information.
Comply with the Data Protection Act 2018, UK GDPR, and Practice Confidentiality Policy.
Share information only with authorised individuals in line with policy.
Report any data breaches or information governance incidents immediately to the Practice Manager or Caldicott Guardian.
Health, Safety, and Infection Prevention
Adhere to all Practice health & safety and infection prevention and control (IPC) procedures.
Maintain safe working conditions for patients, visitors, and staff.
Identify and report risks, hazards, or incidents promptly.
Participate in regular health & safety and relevant training.
Maintain clean and safe reception, waiting, and staff areas.
Dispose of clinical waste appropriately and safely.
Equality, Diversity, and Inclusion
Treat all patients, carers, and colleagues with dignity, respect, and fairness.
Recognise and respond sensitively to cultural and individual differences.
Promote equality and inclusion in all aspects of work.
Safeguarding
Be aware of and follow the Practice\’s safeguarding policies and procedures.
Identify and report any safeguarding concerns involving children or vulnerable adults to the Practice Safeguarding Lead.
Complete all required safeguarding training.
Personal and Professional Development
Participate in induction, training, and annual performance reviews.
Take responsibility for personal learning and development.
Maintain up‑to‑date knowledge of Practice systems and NHS initiatives.
Complete mandatory e‑learning and refresher training as required.
Quality and Continuous Improvement
Contribute to Practice quality improvement.
Participate in audits, patient surveys, and team meetings.
Identify and suggest improvements to patient experience and service efficiency.
Report incidents, near misses, or concerns following the Practice Significant Event policy.
Communication and Teamwork
Communicate clearly, respectfully, and effectively with patients, carers, and colleagues.
Support colleagues during busy periods and absences.
Promote positive teamwork and a culture of openness and support.
Contribution to Practice Operations
Apply Practice policies, procedures, and standards at all times.
Contribute to service delivery and achievement of Practice objectives (e.g. QOF and Enhanced Services).
Participate in business continuity and emergency planning as required.
Undertake any other duties appropriate to the role as directed by the Practice Manager or Partners.
Remaining vigilant and ensuring the security of the premises and patient information at all times.
Adhering to practice security protocols, including door code confidentiality and safe handling of documents.
Core Competencies
Excellent communication and interpersonal skills.
Empathy, patience, and professionalism.
Ability to multitask and prioritise in a busy environment.
Strong IT skills (Microsoft Office, EMIS Web or SystmOne).
Attention to detail and accuracy.
Team player with a flexible, can‑do attitude.
All apprentices aged 16‑18 who do not already hold a Level 2 qualification in maths and English are required to work towards Functional Skills as part of their apprenticeship programme. For apprentices aged 19 and over, the requirement to undertake Functional Skills will be determined by the employer.
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