Receptionist/Administrative Apprentice

Summary

The successful candidates will provide reception and administrative support and act as first point of contact for patients, staff and all other primary healthcare services within the Health Centre.

Wage

£16,640 for your first year, then could increase depending on your age

National Minimum Wage rate for apprentices

Wage will look to be increased after a successful first two months in position

Training course

Business administrator (level 3)

Hours

As part of a rota, provide Reception duties for the health centre up to 5 days a week from Monday- Friday between 08:00- 18:00

40 hours a week

Start date

Monday 5 October 2026

Duration

1 year

Positions available

2

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

MAIN DUTIES/RESPONSIBILITIES

• Ensure all clinical records (both electronic and paper) are up to date, in chronological and alphabetical order and available to primary healthcare professionals as and when required
• Provide administration assistance to  GPs,  Practice Nurse, Practice Manager, Office Manager and other members of the Primary Healthcare team
• Ensure all clinical records (both electronic and paper) are up to date, in chronological and alphabetical order and available to primary healthcare professionals as and when required
• Booking, cancelling and revising appointments for patients for a variety of healthcare professionals within the surgery
• Registering patient arrivals
• Answering the telephone, transferring calls and taking accurate messages
• Taking enquiries and requests for repeat medication from patients
• Dealing with referral letters and any additional documentation as and when required
• Liaising with hospitals to follow up requests and information gather
• Opening and sorting mail
• Dealing with new and temporary patient registrations
• Ensuring all letters and samples are ready for courier collection
• Maintain and order supplies of stationery
• Updating patient demographic changes on system
• Entering Read Codes on patient records as instructed by clinical staff

COMMUNICATIONS AND RELATIONSHIPS

• Contacting hospitals and clinics for results
• Contacting patients at the request of primary healthcare professionals to make follow up appointments as appropriate and in confidence
• Giving patients results at the request of primary healthcare professionals request
• Contacting patients who have not attended for appointments and ensuring they are recalled as appropriate

Where you'll work

THE HEALTH CENTRE
WHITLEY ROAD
WHITLEY BAY
NE26 2ND

Training

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

Training provider

ESTAR GROUP LIMITED

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

This training schedule has not been finalised. Check with this employer if you’ll need to travel to a college or training location for this apprenticeship.

Requirements

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
• Attention to detail
• Organisation skills
• Customer care skills
• Administrative skills
• Analytical skills
• Logical
• Team working
• Initiative
• Non judgemental
• Patience

Other requirements

• Good standard of general education
• Keyboard skills
• Confident and competent using computerised systems
• Confident to work  in a busy office/reception area
• Confident in handling confidential and sensitive information
• Able to deal with telephone and face to face enquiries efficiently but sensitively
• Able to take and relay accurate messages and notes
• Demonstrate initiative
• Ability to relate to people from all backgrounds (both professionals and members of the public)
• Ability to work under pressure and remain calm
• Ability to work flexibly within remit of the post
• Approachable but able to maintain professional image