Apprentice Receptionist/Administrator

Job Summary:

  • Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way
  • 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

This list of duties and responsibilities is not exhaustive:


  • Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
  • Explain practice arrangements and formal requirements to new patients and those seeking temporary cover and ensure procedures are completed
  • Advise patients of relevant charges for private (non-General Medical Services) services, accept payment and issue receipts for same
  • Handing completed repeat prescriptions/medication to patient and checking names and addresses as per protocol
  • Collect and record payment where relevant, ensuring adherence to legal requirements of dispensing processes
  • Be able to cover all reception positions as necessary, completing appropriate processes/paperwork


  • Deal with all general enquiries, explain procedures and make new and follow-up appointments by telephone or in person
  • Using your own judgment and communication skills ensure that patients with no prior appointment but who need urgent consultation are seen in a logical and non-disruptive manner
  • Enter requests for home visits into the appointment system, ensuring careful recording of all relevant details and where necessary refer to Duty Doctor

Medical records:

  • Patient notes and correspondence
  • Ensure correspondence, reports, results etc are filed promptly and in the correct electronic records, ensuring that all recent correspondence is available when patients are seen
  • Handling/disposal of confidential patient identifiable paperwork/items as per protocol


  • Enter patient information on to the computer as required
  • Ensure that all new patients are registered onto the computer system promptly and accurately
  • Carry out all activity in accordance with Information Governance regulations


  • Have a working knowledge of the telephone system during and out of working hours
  • Receive and make telephone calls as required
  • Divert calls and take messages, ensuring accuracy of detail and prompt appropriate delivery to relevant person


  • Open up Reception desk at the start of the day when first to arrive, and make all necessary preparations to receive patients
  • Ensure the consulting rooms are prepared in readiness for each consulting session, check full range of forms and equipment are re-stocked as required
  • Follow closure procedures for Reception according to protocol
  • 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 the consulting rooms are checked at the end of each session and left tidy and secure
  • Clear and tidy the waiting room


  • Develop a thorough knowledge of all practice procedures
  • To work in accordance with written protocols
  • Photocopy as requested
  • Ensure the office is kept re-stocked with the appropriate forms and equipment, to allow the smooth running of reception
  • Periodically check emails/tasks and action them accordingly

Other Tasks:

  • Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager
  • To provide cover for other members of the team during periods of sickness and annual leave
  • Employer: Chelford Surgery
  • Location: Macclesfield
  • Hours: Monday - Friday between the hours of 8.00am and 6.30pm according to Rota.
  • Salary: £210.00 - £280.00 weekly wage
  • Closing date: 01/02/2022