Job Description

Job Summary

We are excited to offer an excellent opportunity for a highly motivated, and organised individual to join Lyme Bay Medical Practice as an Assistant Practice Manager. This role is perfect for someone who thrives in a fast-paced healthcare environment and is passionate about supporting both clinical teams and patients. This is ideally a full-time position, but we would consider an applicant who can offer a minimum of 32 hours a week.

The Assistant Practice Manager will work closely with the Practice Manager to oversee the day-to-day running of the practice. This role involves supporting staff to deliver high-quality care, managing clinical systems and IT security, and helping to ensure the practice meets all regulatory standards.

You will coordinate meetings, manage patient feedback and complaints, and assist with staff training and development. The Assistant Practice Manager may also deputise for the Practice Manager when required and help maintain health and safety within the practice. As an Assistant Practice Manager, you'll gain hands-on experience in operational management, compliance, and patient services.

The ideal candidate will have strong organisational and communication skills, experience working in healthcare, and the ability to lead and motivate a team. Flexibility, a proactive attitude, and the ability to work well under pressure are essential for this role.

If you would like an informal discussion or to know more about the role please call Sarah on 01297 445777 or email sarah.hill2@dorsetgp.nhs.uk after 10th November due to annual leave.

The following are the core responsibilities of the Assistant Practice Manager. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The Assistant Practice Manager is responsible for:

a. Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities

b. Supporting the Practice Manager as required with Practice based initiatives, QI projects and implementing changes.

c. Contributing to Implementing systems to ensure compliance with CQC regulations and standards

d. Contributing to Implementing and embedding an effective staff appraisal process

e. Contributing to the development, implementation and embedding of an effective practice training programme for all staff

f. Coordinating the practice diary, ensuring meetings are scheduled appropriately

g. Coordinating internal and external meeting arrangements, preparing agendas and producing minutes for meetings

h. Leading the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues

i. Actively encouraging and promoting the use of patient online services

j. Updating and acting as the focal point for the practice website and social media sites and patient feedback

k. Guiding the team to reach QOF targets (supported by the nursing and administrative leads)

l. Managing DNAs, providing data and planning tools coupled with liaison with identified patients

Secondary responsibilities

In addition to the primary responsibilities, the Assistant Practice Manager may be requested to:

a. Deputise for the Practice Manager

b. Lead the management of the Patient Participation Group

c. Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level

d. Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required

e. Monitor and disseminate information on safety alerts and other pertinent information

f. Support the overall practice clinical governance framework, submitting reports for OQF, enhanced services and other reporting requirements

g. Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas

h. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required

i. Identify trends and devise solutions to reduce risk and repeated occurrences of significant events

j. Support the Practice Manager in the reviewing and updating of practice policies and procedures

k. Responsible for updating the appointment system to reflect leave and other approved absences

Person Specification

Qualifications - Essential

Good standard of education with excellent literacy and numeracy skills

Qualifications - Desirable

Educated to A-level/equivalent or higher with relevant experience

Leadership and/or management qualification

AMSPAR qualification

Experience - Essential

Experience of working with the general public

Experience of working in a healthcare setting

Excellent communication skills (written, oral and presenting)

Strong IT skills (generic)

Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment

Effective time management (planning and organising) Ability to network and build relationships

Ability to implement and embed policy and procedure

Ability to motivate and train staff

Polite and confident

Flexible and cooperative

Excellent interpersonal skills

Motivated and proactive

Ability to use initiative and judgement

Forward thinker with a solution focused approach

High levels of integrity and loyalty Sensitive and empathetic in distressing situations

Ability to work under pressure

Confident, assertive and resilient

Ability to drive and deliver change effectively

Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions

Flexibility to work outside core office hours

Disclosure Barring Service (DBS) check

Maintain confidentiality at all times

Full UK driving licence and willing to travel to external meetings

Experience - Desirable

Experience of managing multidisciplinary teams

Experience of performance management, including appraisal writing, staff development and disciplinary procedures

Experience of successfully developing and implementing projects NHS/Primary Care general practice experience

Relevant health and safety experience

Ability to recognise opportunities to enhance service delivery

Excellent leadership skills

Strategic thinker and negotiator

SystmOne user skills

Proven problem solving and analytical skills

Job Types: Full-time, Part-time

Expected hours: No less than 32 per week

Benefits:

Company pension Free flu jabs Sick pay
Work Location: In person

Application deadline: 24/11/2025