Apprentice Administrator / Care Coordinator

Are you looking to start your career in the NHS? Would you like to make a real difference to patients whilst gaining valuable experience and a recognised qualification? Bovey Tracey & Chudleigh Practice is looking for an enthusiastic, friendly and motivated individual to join our busy and supportive team as an Apprentice Administrator / Care Coordinator. This is an exciting opportunity to develop a career in primary care, gaining hands‑on experience in a busy GP surgery whilst completing a structured apprenticeship programme through PMA Academy.

As part of our Care Coordination Team, you will be one of the first points of contact for our patients, helping them access the care and support they need. Your role will involve:

• Answering telephone calls
• Welcoming patients at reception
• Processing administrative requests
• Scanning clinical correspondence
• Supporting the smooth day‑to‑day running of the Practice

No previous NHS or GP surgery experience is required. We are looking for someone with a positive attitude, excellent communication skills, a willingness to learn and a genuine interest in helping people.

Main duties of the job

Working alongside our experienced Care Coordinators and wider Practice Team, you will receive training and support to develop the skills required. Your responsibilities will include:

• Answering incoming telephone calls, responding to patient enquiries and directing calls appropriately.
• Welcoming patients and visitors at reception, assisting with appointment enquiries and providing a friendly, professional service.
• Processing patient requests received by telephone, in person and through our online consultation system.
• Scanning, filing and accurately processing clinical correspondence and other documentation.
• Undertaking administrative tasks using the Practice's clinical computer system, SystmOne.
• Managing electronic tasks, messages and requests, ensuring these are directed to the appropriate member of the Practice Team.
• Assisting with the registration of new patients and maintaining accurate patient information.
• Working collaboratively with GPs, nurses and other healthcare professionals to support effective patient care.
• Maintaining patient confidentiality and following information governance and data protection requirements.

As you progress through your apprenticeship, you will be supported to develop your understanding of how patients access care through our GP‑led total triage system, with appropriate training and supervision. You will not be expected to make independent clinical decisions. Your responsibilities will increase gradually as you develop your knowledge and confidence.

About us

Bovey Tracey & Chudleigh Practice is a well‑established, forward‑thinking GP Practice providing healthcare services to approximately 15,000 patients across our two surgeries in Bovey Tracey and Chudleigh. We are proud to be a supportive and welcoming training Practice, committed to delivering high‑quality, patient‑centred care and investing in the development of our staff.

We have recently retained our Good overall CQC rating, achieving Outstanding in the Well‑led domain, reflecting our commitment to strong leadership, teamwork and continuous improvement. Our Care Coordination Team plays a vital role in helping patients access the right care at the right time. We use a modern GP‑led triage system and work closely with our multidisciplinary clinical team to provide an efficient, safe and responsive service.

We recognise that starting a new career can be daunting, which is why you will receive structured training, ongoing guidance and support from experienced colleagues throughout your apprenticeship.

Job responsibilities

This position combines practical workplace experience with formal Level 3 Apprenticeship, with training delivered by PMA Academy, a training provider specialising in primary care and healthcare education. Throughout your apprenticeship, you will:

• Work alongside experienced colleagues to develop practical administration and patient service skills.
• Receive structured training and supervision within the Practice.
• Complete relevant learning and assessments towards your apprenticeship qualification.
• Be provided with dedicated time for apprenticeship learning and development.
• Develop knowledge of NHS primary care services, patient communication, confidentiality and healthcare administration.
• Gradually take on additional responsibilities as your skills and confidence grow.

This is an excellent opportunity to gain a recognised qualification whilst earning a salary and developing transferable skills for a future career in the NHS.

What we can offer

• A welcoming, friendly and supportive working environment.
• A structured apprenticeship programme with PMA Academy.
• Practical experience within a busy and progressive GP Practice.
• Ongoing training, mentoring and professional development.
• The opportunity to work with experienced healthcare and administrative professionals.
• A varied and rewarding role where you can make a positive difference to patients every day.
• The opportunity to develop your career within primary care following successful completion of your apprenticeship, subject to available opportunities.

The successful candidate will be required to work across both Riverside Surgery in Bovey Tracey and Tower House Surgery in Chudleigh, according to the operational needs of the Practice. You will be expected to maintain the highest standards of patient confidentiality, professionalism and customer service at all times. The role will involve speaking with patients who may be unwell, worried or distressed. You will receive appropriate training and support to manage these situations sensitively and know when to seek assistance from colleagues.

If you are enthusiastic about starting a career in healthcare, enjoy working with people and are eager to learn, we would love to hear from you.

Person Specification

We are looking for someone who:

• Has a friendly, caring and approachable manner.
• Communicates clearly and professionally, both in person and over the telephone.
• Enjoys helping people and delivering excellent customer service.
• Is organised, reliable and able to manage different tasks.
• Has good attention to detail and a commitment to accuracy.
• Is comfortable using computers and willing to learn new systems.
• Can work effectively as part of a team.
• Is able to remain calm and professional in a busy environment.
• Understands the importance of confidentiality and treating everyone with dignity and respect.
• Is enthusiastic, adaptable and keen to learn new skills.
• Demonstrates empathy, patience and a non‑judgemental attitude.
• Previous experience in a customer service, reception or administrative role.
• Experience working with members of the public.
• Basic knowledge of Microsoft Office applications.
• An interest in healthcare, the NHS or developing a career in primary care.
• Previous experience in healthcare is not essential, as full training will be provided.

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.