Medical Secretary and Business Administrator Apprentice

Key Duties and Responsibilities:

Medical Secretarial Support:

• Provide administrative support to GPs and clinical staff


• Type clinical correspondence, referrals, and reports accurately and promptly


• Manage incoming and outgoing clinical correspondence (post, email, electronic systems)


• Support the processing of referrals via the NHS e-Referral Service (e-RS)


• Maintain accurate and up-to-date patient records in line with practice policies


• Support the scanning, coding, and filing of clinical documents.


• Patient and Practice Administration


• Assist with managing appointment systems and patient enquiries.


• Support the handling of telephone calls, messages, and tasks for clinicians


• Provide courteous and professional communication with patients, hospitals, and external agencies


• Assist with registration of new patients and administrative processes related to patient care

Business Administration:

• Support general office administration, including filing, scanning, data entry, and record management


• Assist with maintaining logs, spreadsheets, and basic reports.


• Support practice processes such as audits, searches, and administrative projects


• Help maintain office supplies and assist with day-to-day practice operations


• Confidentiality, Governance, and Compliance


• Maintain strict confidentiality at all times in line with GDPR, Data Protection Act, and NHS policies


• Adhere to practice policies, procedures, and information governance requirements


• Undertake mandatory training including confidentiality, safeguarding, and health & safety


• Work in accordance with equality, diversity, and inclusion principles

Apprenticeship Requirements:

• Complete all apprenticeship training, coursework, and assessments on time


• Attend off-the-job training sessions as required


• Actively participate in reviews with the training provider and line manager


• Demonstrate commitment to learning and professional development


• You will be required to cover staff holidays and sickness and to provide reception cover for extended hours opening as requested at weekends and evenings


• You are required to attend in-house training and meetings which may be outside your normal working hours


• You will be expected to attend courses relevant to your job at the request of your line manager

This list is not exhaustive and duties may be varied from time to time under the direction of the Practice Manager and Management Team, dependent on current and evolving practice workload and staffing levels.