The Alton Practice - (Roehampton) - Business Administrator Apprenticeship

Positions: x 1

Wage: £6.50 per hour £195 per week £10,140pa

Working week:
30 hours, Monday – Friday. Early shift (8am – 3pm with one unpaid hour for lunch) Late shift (either between 1pm – 8pm with one unpaid hour for lunch or 11:30am -6:30 pm with one unpaid hour for lunch)

Apprenticeship duration: 
15 Months

Apprenticeship level: 
Level 3

Roehampton, London

Start date:
January 2022


  • To receive and direct patients and visitors to the practice promptly and courteously, ensuring that accurate information is supplied.
  • To ensure the smooth operation, together with other members of the Reception Team, for the appointment system, including clerical elements. This includes the administration of clinical rotas for GPs, the Practice Nurse, Health Care Assistant, Medical Students and other clinical roles under the Primary Care Network (PCN).
  • To be aware of the practice policies on confidentiality, disclosure of information and recording systems both manual and computerised.
  • To ensure that surgery is always kept tidy, stocked and is free from hazards.
  • To maintain accurate record systems, both manually and on computer including: movement of records, filing and the scanning of correctly named documents into patient’s records.
  • To treat patients and visitors with respect and tolerance.
  • To process incoming and outgoing telephone calls promptly, ensuring that callers are always answered courteously and clearly and that messages are always passed on to the appropriate person in a timely manner.
  • To be responsible for advising patients of relevant charges for private non-NHS services, accepting payment and issuing receipts.
  • To ensure that repeat prescriptions are processed both on paper and electronically, in accordance with the practice process.
  • To ensure that all queries and requests for assistance from patients, visitors and health system partners are responded to within agreed timescales and in line with policy.
  • To be responsible for ensuring that requests for home visits are entered on the   clinical system in the appropriate manner and recorded according to practice protocols.
  • To provide cover for absent colleagues and to work flexibly according to the needs of the practice.
  • To attend relevant practice staff meetings
  • To identify, together with the Management team, any personal training needs and to be prepared to undertake any relevant courses.
  • Any other duties appropriate to the grade as required by the Reception Supervisor, Practice Manager, GP Partners or clinical staff.
  • To provide administrative support for the GP Partners for the delivery of the practice’s medical student programme, including rota assignment, room allocations and new student’s EMIS set up.
  •  To ensure that clinical rooms are prepared at the start of the day with sufficient stock levels of consumables
  •  Act as a chaperone, once trained, for patients who request the presence of one during a consultation.
  •  Support the administrative delivery of the Quality Outcomes Framework (QoF) and Planning All Care Together (PACT) contract.
  •  To register new patients in line with practice policy, including online access and the promotion of online services
  •  To ensure that the surgery is properly secured at the end of the day in line with practice policy.
  •  To ensure that all applicable areas of EMIS Workflow are managed in a timely manner in line with practice policy.
General Duties
  • To undertake mandatory training (including Vulnerable Adult and Child Safeguarding, Life Support Training, Data Security Awareness training, Manual Handling and Equal Opportunities training).
  • To attend relevant practice staff meetings, and to participate in on-going non-mandatory training and development, both in-house and externally, as required.
  • Any other duties commensurate with the post that may be required from time to time to ensure the smooth running of the practice.
  • To observe the confidentiality of patient and staff information and the requirements of the Data Protection Act (DPA) and General Data Protection Regulation (GDPR).
  • To carry out duties as an employee with due regard to the Practice’s Policies, Procedures and Staff Handbook. This includes, where relevant, adherence to CQC requirements.To be familiar with the Terms and Conditions of Service and Quality and Outcomes Framework (QOF)

Company benefits
  • Access to the NHS Pension
Internal Training
  • Health & safety
  • Safeguarding
  • Prevent training
  • Flu training
Future Prospects
There may be opportunities for long term employment following successful completion of the apprenticeship programme.

Apprenticeship Programme: Business Administrator
Level: 3
Duration: 15 months
Course Type: Apprenticeship Standard
Apprenticeship Delivery: Work based qualification. A tutor will visit you every 4-6 weeks in your work place.

Units Covered:

The Apprenticeship programme is made up of different units. Apprentices will be assessed on their knowledge, skills and behaviours throughout the apprenticeship and tracked online using an e-portfolio.

These are grouped into 3 themes which complement each other and are as follows:

  • Core Business & Administration
  • Managing Self & Personal Skills
  • Using Resources & Achieving Results.


  • After each theme is complete, a Mock End Point Assessment is carried out to ensure apprentices are prepared for the End Point Assessment at the end of the programme.
  • After a minimum of 372 days and successful delivery of the programme, the end point assessment will take place. The end-point assessment is a synoptic assessment of the skills, behaviours and knowledge that have been developed throughout the apprenticeship.
  • End-Point Assessments will involve an independent assessor carrying out final assessments with the apprentice, to ensure that the competences and learning within the ‘Apprenticeship Standard’ have been met. 
  • Apprentices can achieve a pass, merit or distinction dependent on how well they perform in their End-Point Assessment.

Functional Skills:

  • Apprentices also work towards a Level 2 qualification in English and maths in the first half of the programme if they have no prior exemption (GCSE’s A – C or equivalents in English and Maths).


Skills required

  • Able to use IT and telephone systems
  • Good verbal communication skills, particularly over the phone
  • Good written communication skills with the ability to keep information succinct and easy to understand for patients and colleagues

Qualifications required
GSCE or equivalent in English and Maths at grade C or above

Personal qualities

  • Attention to detail required, especially as dealing with sensitive information
  • Able to work with a team of administrative and clinical staff
  • ‘Can-do’ attitude, able to deal with a role where no 2 days are the same
  • Able to work in a very high paced environment with accuracy

Additional Detail
Successful candidates will require a DBS check and will require occupational health clearance ahead of a formal offer of employment.
As we are a patient acing environment, we require staff to be vaccinated against Covid19 and all staff must adhere to regularly covid19 lateral flow testing.

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