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Jobs » Medical Receptionist/Administrator Apprenticeship

Medical Receptionist/Administrator Apprenticeship

Based in Scarborough


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Provide 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.

Job Responsibilities

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 practice manager, dependant on current and evolving practice workload and staffing levels:

  • Maintain the staff training and holiday spreadsheets
  • In liaison with the practice lead arrange and minute practice/staff meetings
  • Maintain the significant event audit log
  • Processing and distributing incoming (and outgoing) mail
  • Entering data into the patient medical record
  • Filing and retrieving paperwork
  • Assist with audits/SystmOne searches
  • Provide copy typing and word processing service to all members of the practice team

Reception duties

  • Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice.
  • To use computerised appointment system to book, cancel and amend appointments.
  • Deal with all general enquiries and queries from patients and general public and all other callers to the practice, both face to face and by telephone in a courteous, confidential and efficient manner.
  • Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are directed to the appropriate doctor or healthcare professional.
  • Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed – passing all completed registration forms to admin to be entered on to the system ASAP.
  • Receive and make telephone calls as required.  Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery.
  • Enter requests for home visits into the visit screen, ensuring careful recording of all relevant details and where necessary refer to doctor.
  • Action/update assigned tasks daily or within the appropriate time scales.
  • Prepare rooms for all surgeries ensuring computers are turned on and the room is warm and tidy.
  • Re-stocking consulting rooms with appropriate consumables when required.
  • Advice patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same.
  • Enter patient information on to the computer as required.
  • Patient notes and correspondence:
  • Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to.
  • Ensure correspondence, reports, results etc. are filed promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.
  • Ensure records are kept in good repair with all necessary information on the outside cover clearly visible.
  • Make and serve refreshments for clinicians, ensure the kitchen is kept clean and tidy and air and tidy the waiting room in turn with other staff.
  • Keeping the reception area, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.
  • In liaison with the administrator responsible, maintain adequate supplies of office stationery as appropriate for the reception area.
  • Book ambulance transport when required.  Request 999 ambulances for emergencies.
  • Dealing with samples forms and enquiries regarding results of investigations.
  • Deal with INR blood results as per procedure.
  • Check and record the fridge temperature in both the treatment room (when practice nurse absence) and dispensary.
  • Assign the results in SystmOne to the appropriate clinician as per the test results protocol.
  • Complete the reception checklist to ensure daily/weekly/monthly tasks are completed.
  • Ensure mail is franked ready for the post to be taken up to the post office.
  • Complete the weekly fire alarm and smoke detector checks.
  • Ensure all work instructions are up to date and relevant for the receptionist role.
  • Premises:
  • Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients.
  • When last to leave at the end of the day, ensure that the building is totally secured, internal lights are off and the alarm activated.
  • Ensure telephone is diverted to the Out of Hours service provider from 1800hrs and sign log sheet.
  • Retrieve the diverted telephone calls from the Out of Hours provider back to the practice by 0800hrs.

This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the partners or the practice manager.


  • 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 & Safety

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, the practice Health & 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 and free from hazards
  • Actively reporting of 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.

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 recognizes 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 which 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, 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


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


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

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

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
£187.50 Per Week
Located in:
Closing Date:
28th January 2018
YH Training Services Ltd
Jobs on the Yorkshoire Coast