Receptionist - Llanfairpwll Health Centre
The closing date is 05 December 2025
Job summary
Patient Services Apprenticeship
Apprentices will receive appropriate training and guidance to undertake the full range of duties specified in the Job description
Youll begin by learning all core aspects of reception and admin, including patient interaction, appointment systems and clinical support.
Understand the role and willingness to learn and develop theoretical knowledge and practical skills. Opportunities may present to move on to higher responsibilities for the right candidate.
Full training by:
Working alongside experienced staff to support you and help gain the practical skills you need
Learning job-specific skills
Achieving a Level 2 vocational qualification
All of your training will be paid for in full
A great experience of working as part of a team.
Eligibility criteria for Government Funded Apprenticeships Schemes (Applicable to this post)
Individuals who already hold a degree are not eligible to undertake a Level 2 Apprenticeship
Applicants must not already hold a Level 2 qualification in Primary Care Administration and Reception.
For an informal chat about this opportunity, please contact Linda West practice manager
Main duties of the job
Ensure an effective and efficient reception service is provided to patients and any other visitors to the practice
See job description
About us
Rural general practice with 2 surgeries 8200 patients in beautiful South West Anglesey. Llanfairpwll Health Centre & Meddygfa Penbryn Surgery. 7 GPs 1 ANP, experienced practice nurses, health care assistants, dispensary and a well established admin team. EMIS clinical system. It's a happy supportive place to work with a good team spirit.
Details
Date posted
21 November 2025
Pay scheme
Other
Salary
£7.55 an hour Apprenticeship
Contract
Fixed term
Duration
18 months
Working pattern
Full-time
Reference number
M0044-25-0277
Job locations
Llanfairpwll Health Centre
Llanfairpwll
Isle of Anglesey
LL61 5YZ
Job description
Job responsibilities
JOB DESCRIPTION
POST: Patient Services Apprentice - Reception
Reporting to : Reception Team Leader
LOCATION: Llanfair Health Centre HOURLY RATE:£7.55 HOURS: 37.5
RECEPTIONIST MAIN DUTIES AND RESPONSIBILITIES
1. Ensure a friendly and efficient reception service is provided to patients and visitors to the practice.
2. Appointment booking per practice policy. Understand who does what within the team and the different appointment reasons and lengths within the clinical team
3. First line telephone and face to face handling of all general enquiries.
4. Using your own judgement and communication skills ensure that patients with no prior appointment are directed to complete the online request form and assist those who are having difficulty
5. Using own judgement and communication skills care navigate the patient to the right services.
6. Explain registration arrangements to new patients (permanent and temporary) including NHS Wales App registration, repeat prescription process, online request process and welcome pack.
7. Receive and make telephone calls as required. Direct calls and take messages, ensuring accuracy of detail and prompt action. Maintaining a record of all messages. Calls answered within 5 rings
8. Enter requests for home visits into the triage system, ensuring careful recording of all relevant details and where necessary/urgent refer to on call GP.
9. Timely checking and actioning practice generic emails
10. Daily completion of patient task lists
11. Action repeat prescription requests in accordance with the practice repeat prescribing policy and ensure that they are ready for collection by the patient within 48 hours.
12. Inviting patients who need repeat bloods, BP checks, chronic disease clinic attendance as prompted by the EMIS alerts
13. Patient notes and correspondence:
a) Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to
b) Ensure correspondence, reports, results etc are scanned promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.
c) Ensure paper records are kept in good repair with all necessary information on the outside cover clearly visible.
14. Enter patient information on to the computer record as directed.
15. Assist with practice recall registers as directed by the Doctors, Nurses, Practice Manager, team leaders e.g. INR, Near Patient Testing, Hypothyroid, CHD, diabetes, Care Homes etc.
16. Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same. Produce a record of each cash transactions for the practice manager on a bi-monthly basis and forwarding cheque payments immediately.
17. Opening, stamping, sorting the incoming mail
18. Scanning correspondence into the patients records
19. Ensure the waiting room and notice boards are welcoming, tidy and that information on display is up to date and relevant.
20. Give test results out to patients as authorised by the Doctor
21. Provide refreshments to the Doctors during surgery.
22. Photocopying documents as requested by the Doctors/Nurses/Practice Manager
23. Consulting Rooms. Ensure that consulting rooms are prepared in readiness for each consulting session, checking sufficient supply of all forms, telephones, screens, keyboard, mouse & desktops are clean and clutter free. Furniture and equipment free from damage.
24. Premises:
a) Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients. Check fire escapes are clear.
b) 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.
25. Daily check auto check-in & patient caller are working, and investigate any faults, escalate to support service
26. Welcoming new patients and ensuring they are inducted to the practice how to make a medical/admin request how to order repeat prescriptions NHS Wales App registration. Offering new patient health checks, booking review for chronic disease bloods/review if overdue at time of registration. Ensure that all new patients are registered onto the computer system promptly and accurately
27. Registration of new care home patients and informing the lead admin & GP for the home that initial assessment is required.
28. Promote digital access and self-care options to patients (eg. NHS Wales App, NHS111)
29. Ensure that the notes for patients who have left the practice are returned complete and prompt to NWSSP.
30. Accurately record amendments to patients address/household, marital status etc. in their medical records
31. Keep accurate and detailed records of petty cash transactions and produce a monthly reconciliation sheet of petty cash transactions for the practice manager
32. Order stationary supplies & stamps & confidential waste collection
33. Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager.
34. Ensure compliance with GDPR, NHS Confidentiality, infection control standards and health and safety
35. Maintain own personal learning plan and evidence of mandatory training/training attendance
Triage role
36. To support the triage lead GP, provide care navigation and smooth running of the practices patient access and GP appointment system.
37. Clear the daily triage queue. Maintain safe and timely triage.
38. Optimising the availability of appointments and ensuring patients are appropriately booked as directed by triage GP and within own competency. Manage appointment schedules, cancellations and rescheduling
39. Correct task allocation
40. Regularly review future appointment availability with the triage GPs
41. Communication with patients by telephone & accurx text messages
42. Expert level on Accurx. Build and maintain practice template messages within Accurx
43. Accurately set up GP & ANP appointments schedules within the clinical system for rolling period of 6 weeks ahead and make amendments for any unplanned absences/changes
44. Contribute to reducing clinician admin load
45. Identify potential workflow or system improvements to enhance the patient experience
Clinical coding & summarising medical records role
Person specification
Essential
GCSE English grade C or above
IT efficiency
Desirable
GCSE Biology grade c or above
46. Extract terms from clinical documents and translate to clinical codes. Clinical coding hospital correspondence received as paper copies or electronically
47. Second check that letters have been actioned/processed accurately
48. Liaise with clinicians to maintain accurate coding
49. Use judgement and knowledge of coding procedures and SNOMED conventions to translate information where diagnosis/procedure is not transferable to exact code
50. Summarising medical records promptly and accurately
To do your job well and improve it!
The above list of duties is not exhaustive and may be subject to change as deemed necessary.
Job description
Job responsibilities
JOB DESCRIPTION
POST: Patient Services Apprentice - Reception
Reporting to : Reception Team Leader
LOCATION: Llanfair Health Centre HOURLY RATE:£7.55 HOURS: 37.5
RECEPTIONIST MAIN DUTIES AND RESPONSIBILITIES
1. Ensure a friendly and efficient reception service is provided to patients and visitors to the practice.
2. Appointment booking per practice policy. Understand who does what within the team and the different appointment reasons and lengths within the clinical team
3. First line telephone and face to face handling of all general enquiries.
4. Using your own judgement and communication skills ensure that patients with no prior appointment are directed to complete the online request form and assist those who are having difficulty
5. Using own judgement and communication skills care navigate the patient to the right services.
6. Explain registration arrangements to new patients (permanent and temporary) including NHS Wales App registration, repeat prescription process, online request process and welcome pack.
7. Receive and make telephone calls as required. Direct calls and take messages, ensuring accuracy of detail and prompt action. Maintaining a record of all messages. Calls answered within 5 rings
8. Enter requests for home visits into the triage system, ensuring careful recording of all relevant details and where necessary/urgent refer to on call GP.
9. Timely checking and actioning practice generic emails
10. Daily completion of patient task lists
11. Action repeat prescription requests in accordance with the practice repeat prescribing policy and ensure that they are ready for collection by the patient within 48 hours.
12. Inviting patients who need repeat bloods, BP checks, chronic disease clinic attendance as prompted by the EMIS alerts
13. Patient notes and correspondence:
a) Retrieve and re-file records as required, ensuring strict alphabetical order is adhered to
b) Ensure correspondence, reports, results etc are scanned promptly and in the correct records, ensuring that all recent correspondence is available when patients are seen.
c) Ensure paper records are kept in good repair with all necessary information on the outside cover clearly visible.
14. Enter patient information on to the computer record as directed.
15. Assist with practice recall registers as directed by the Doctors, Nurses, Practice Manager, team leaders e.g. INR, Near Patient Testing, Hypothyroid, CHD, diabetes, Care Homes etc.
16. Advise patients of relevant charges for private (non General Medical Services) services, accept payment and issue receipts for same. Produce a record of each cash transactions for the practice manager on a bi-monthly basis and forwarding cheque payments immediately.
17. Opening, stamping, sorting the incoming mail
18. Scanning correspondence into the patients records
19. Ensure the waiting room and notice boards are welcoming, tidy and that information on display is up to date and relevant.
20. Give test results out to patients as authorised by the Doctor
21. Provide refreshments to the Doctors during surgery.
22. Photocopying documents as requested by the Doctors/Nurses/Practice Manager
23. Consulting Rooms. Ensure that consulting rooms are prepared in readiness for each consulting session, checking sufficient supply of all forms, telephones, screens, keyboard, mouse & desktops are clean and clutter free. Furniture and equipment free from damage.
24. Premises:
a) Open up premises at the start of the day when first to arrive, de-activate alarm and make all necessary preparations to receive patients. Check fire escapes are clear.
b) 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.
25. Daily check auto check-in & patient caller are working, and investigate any faults, escalate to support service
26. Welcoming new patients and ensuring they are inducted to the practice how to make a medical/admin request how to order repeat prescriptions NHS Wales App registration. Offering new patient health checks, booking review for chronic disease bloods/review if overdue at time of registration. Ensure that all new patients are registered onto the computer system promptly and accurately
27. Registration of new care home patients and informing the lead admin & GP for the home that initial assessment is required.
28. Promote digital access and self-care options to patients (eg. NHS Wales App, NHS111)
29. Ensure that the notes for patients who have left the practice are returned complete and prompt to NWSSP.
30. Accurately record amendments to patients address/household, marital status etc. in their medical records
31. Keep accurate and detailed records of petty cash transactions and produce a monthly reconciliation sheet of petty cash transactions for the practice manager
32. Order stationary supplies & stamps & confidential waste collection
33. Undertake any other additional duties appropriate to the post as requested by the Partners or the Practice Manager.
34. Ensure compliance with GDPR, NHS Confidentiality, infection control standards and health and safety
35. Maintain own personal learning plan and evidence of mandatory training/training attendance
Triage role
36. To support the triage lead GP, provide care navigation and smooth running of the practices patient access and GP appointment system.
37. Clear the daily triage queue. Maintain safe and timely triage.
38. Optimising the availability of appointments and ensuring patients are appropriately booked as directed by triage GP and within own competency. Manage appointment schedules, cancellations and rescheduling
39. Correct task allocation
40. Regularly review future appointment availability with the triage GPs
41. Communication with patients by telephone & accurx text messages
42. Expert level on Accurx. Build and maintain practice template messages within Accurx
43. Accurately set up GP & ANP appointments schedules within the clinical system for rolling period of 6 weeks ahead and make amendments for any unplanned absences/changes
44. Contribute to reducing clinician admin load
45. Identify potential workflow or system improvements to enhance the patient experience
Clinical coding & summarising medical records role
Person specification
Essential
GCSE English grade C or above
IT efficiency
Desirable
GCSE Biology grade c or above
46. Extract terms from clinical documents and translate to clinical codes. Clinical coding hospital correspondence received as paper copies or electronically
47. Second check that letters have been actioned/processed accurately
48. Liaise with clinicians to maintain accurate coding
49. Use judgement and knowledge of coding procedures and SNOMED conventions to translate information where diagnosis/procedure is not transferable to exact code
50. Summarising medical records promptly and accurately
To do your job well and improve it!
The above list of duties is not exhaustive and may be subject to change as deemed necessary.
Person Specification
Experience
Essential
- Able and confident to use a variety of computer systems
- Friendly, professional communicator (written, verbal and telephone) & in Welsh (minimum level 4)
- Knowledge of the data protection act and awareness of patient confidentiality
- Ability to work in a busy environment, calm under pressure
- Positive and enthusiastic attitude
- Demonstrate the ability to work on own initiative but also work as part of a team
- Commitment to acquiring level 2 qualification, timely completion of eportfolio and assessment
Desirable
- Experience gained from within a work environment dealing with members of the public
Additional Criteria
Essential
- Disclosure and Barring Service Check
- This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions
Qualifications
Essential
- Good general standard of education 4 GCSE/ Olevel Grade C or above or equivalent
Person Specification
Experience
Essential
- Able and confident to use a variety of computer systems
- Friendly, professional communicator (written, verbal and telephone) & in Welsh (minimum level 4)
- Knowledge of the data protection act and awareness of patient confidentiality
- Ability to work in a busy environment, calm under pressure
- Positive and enthusiastic attitude
- Demonstrate the ability to work on own initiative but also work as part of a team
- Commitment to acquiring level 2 qualification, timely completion of eportfolio and assessment
Desirable
- Experience gained from within a work environment dealing with members of the public
Additional Criteria
Essential
- Disclosure and Barring Service Check
- This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions
Qualifications
Essential
- Good general standard of education 4 GCSE/ Olevel Grade C or above or equivalent
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
GP Practice in Wales
Address
Llanfairpwll Health Centre
Llanfairpwll
Isle of Anglesey
LL61 5YZ
Employer's website
Employer details
Employer name
GP Practice in Wales
Address
Llanfairpwll Health Centre
Llanfairpwll
Isle of Anglesey
LL61 5YZ
Employer's website
Employer contact details
For questions about the job, contact:
Details
Date posted
21 November 2025
Pay scheme
Other
Salary
£7.55 an hour Apprenticeship
Contract
Fixed term
Duration
18 months
Working pattern
Full-time
Reference number
M0044-25-0277
Job locations
Llanfairpwll Health Centre
Llanfairpwll
Isle of Anglesey
LL61 5YZ