GP Services Administrator

Dudley Group NHS Foundation Trust; Brierley Hill; On-site; GBP 14,000 - 17,000; Full time

Benefits offered by this job

Flexible working options

Learning & OD opportunities

Job summary

High Oak Surgery, part of Dudley Group NHS Foundation Trust in Brierley Hill, invites applications for an 18-month full-time Apprenticeship. You will provide essential admin support across surgeries, handle patient queries, and gain hands-on NHS clerical experience while progressing through a Level 3 Apprenticeship.

You will work 37.5 hours per week (Mon-Fri, 10am-6pm), with salary starting at £15,642.90 per annum and progression to minimum wage after 12 months.

Qualifications

• GCSE Maths and English (D/3 or above).
• Commitment to undertake and complete the full 12-18 month Level 3 Apprenticeship.

Responsibilities

• Handle patient queries via phone, online and in person.
• Manage appointment queries and Care navigation.
• Use IT systems daily (EMIS, Docman, Footfall, email).
• Process prescription requests and forward to GP.
• Scan correspondence into the surgery.
• Distribute messages to staff and gather information.
• Interact with patients and visitors politely and sensitively.
• Follow opening/closing procedures for the surgery.
• Participate in staff rota, including early/late shifts.
• Maintain confidentiality of patient information.
• Cover colleagues during absence.
• Coordinate meetings, room bookings and events.
• Operate office equipment.
• Accurately input data into IT systems.

Skills

IT skills

Organisational skills

Customer service

Attention to detail

Initiative

Education

GCSE Maths & English

Level 3 Apprenticeship training

Tools

EMIS

Docman

Footfall

Job description

Main area Primary Care Services Grade Apprenticeships: Apprenticeship Contract Apprenticeship: 18 months (Full Time, Monday to Friday) Hours Full time - 37.5 hours per week (Working pattern - Monday to Friday 10am - 6pm) Job ref 253-1026-8374654

Site High Oak Surgery Town Brierley Hill Salary £15,642.90 per annum - Will progress to Minimum wage for age after 12 months Salary period Yearly Closing 13/11/2026 23:59

Job overview

To provide professional and appropriate administration support service to the public and all users of High Oak Surgery, Chapel St Surgery and The Enhanced Care Home Team, maintaining confidentiality at all times. To complete daily administration tasks using the surgery’s computer systems.

Main duties of the job

1. To deal politely and efficiently with all patient queries via the telephone, online and face-to-face in accordance with their clinical need

2. Deal with appointment queries promptly and ensure care navigation is carried out.

3. Completing daily tasks in a timely manner using the surgery’s IT programmes including, EMIS, Docman, Footfall and email

4. Dealing with prescription requests ensuring they are forwarded to the relevant GP for action

5. Scanning any correspondence received into the surgery

6. Receive and distribute messages to all staff within the surgery ensuring all relevant information is gathered and forwarded

7. Deal tactfully and sensitively with patients, relatives, and other visitors to the surgery

8. To follow the opening-up and closing-down process for the surgery

9. To participate in the staff rota, to include early and late duties as required

10. To ensure the confidentiality of all patient information at all times

11. Covering for other colleagues in their absence, including sickness and annual leave

12. Coordinate and arrange meetings, appointments, room bookings, events, and venues as required.

13. Operate general office equipment such as photocopiers, scanners printers and laminators.

14. Accurately input data using relevant IT packages and database systems.

Working for our organisation

At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of “excellent health care, improved health for all”. We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.

As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our flexible working options and by making reasonable adjustments where possible. We believe no-one should have to sacrifice family, friends, or their personal interests for work. We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise.

As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise.

Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values.

Detailed job description and main responsibilities

Please refer to the attached job description for full details of the main duties and responsibilities that the post holder is required to undertake

Person specification

Qualifications & Education

• GSCE D/3 or above in Maths and English
• Commitment to undertake and complete the full 12-18 month Level 3 Apprenticeship

Skills & Abilities

• Strong interest in learning business skills within the NHS
• Good organisational skills with the ability to use own initiative if required
• High level IT skills using a variety of different programmes
• Basic understanding and/or experience of the role
• Experience of dealing with members of the public

Using AI for jobs applications:

Whilst we encourage the use of technology to help manage time and support innovation. However, it is your responsibility to ensure your application is personalised and clearly reflects your own skills and experiences. While AI can assist with drafting, it should only be used as a support tool. The content must be your own work and accurately represent your knowledge, abilities, and values. Over-reliance on AI-generated content may result in your application being rejected. A common issue arises when we receive multiple applications with identical or overly generic language.

The use of AI during assessments, including interviews, is not permitted unless it has been pre-approved as part of a reasonable adjustment. For digital interviews, you may be asked to provide a 360-degree view of your surroundings on camera and confirm that no additional devices are present. If we suspect AI is being used during an interview, we may pause the process to clarify or adjust our approach to questioning.

Caring for patients demands integrity, honesty, and accountability. We expect your application and participation to be authentic and a genuine reflection of your own experiences and values.

In line with UK Home Office rules, Band 2 clinical and non‑clinical roles, and Band 3 non‑clinical roles, are not eligible for visa sponsorship.

Non‑clinical roles at Agenda for Change Bands 7–9 that meet the required skill level (RQF 6) and salary threshold are eligible for sponsorship.

The Trust will also accept applications from candidates who can evidence their existing right to work in the UK or who hold an alternative eligible visa.

RECRUITMENT EQUALITY STATEMENT

We are committed to equal opportunities and want to ensure our workforce is representative of the population we serve. We welcome applications from all sections of the community and diverse groups. It is essential we understand our demographics, in order that we can monitor our performance as an equal opportunity employer, as well as continuing to embed a culture of inclusivity across the organisation, which supports the active participation and contribution of our diverse staff groups in the Trusts decision making processes . On application the shortlisting manager will not see this criterion and therefore it cannot be part of their decision making. Please ensure you complete your equal opportunities questions for us and help us to make sure everyone is welcome.

We are governed by the public sector equality duties and by our values of Care, Respect and Responsibility to ensure we eliminate discrimination, harassment, victimisation and any other behaviour that is unlawful, undermines our core values and/or falls short of our Behaviour Framework. We want all of our staff to ‘call out’ any behaviour from colleagues, patients or visitors that constitutes the above and appropriate action be taken.

We will, at every opportunity, advance equality and inclusivity for all staff, at all levels within the organisation, by removing or minimising disadvantage, encouraging participation and taking all relevant steps to meet the needs of anyone who shares a protected characteristic. We will also foster good relations between persons who share a protected characteristic by tackling prejudice and promoting understanding at every opportunity.

We have staff Networks in place to help support staff experience of diverse staff groups and inform us on the actions, interventions and support what we need to put in place to improve the working lives and daily experiences of all colleagues and all teams. Anyone can join the networks and we take pride in having Allies as part of every network within the organisation.

By submitting an application for a position with this organisation, you are declaring that the information given is true and complete, any deliberate omission, falsification or misrepresentation will be grounds for rejecting the application or subsequent dismissal, and where applicable, for positions that requires registration with a professional body, you authorise us to make the required employer checks on your professional registration status.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.