Job Description

We are excited to be able to offer an opportunity for a highly motivated, Assistant Practice Manager to join our friendly practice team.

To support the practice manager in all aspects of practice functionality, motivating and managing staff, optimising efficiency and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.

Through innovative ways of working, support the practice manager leading the team in promoting quality & continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensuring the practice complies with CQC regulations.

Candidates must be organised and conscientious; be able to problem solve and mediate, whilst looking to drive success.

Our practice consists of four partners, two salaried GP, six Nurses and admin/reception staff. We have approximately 9000 patients. Our premises are within an old fire station and we are lucky to have a beautiful garden.

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 main responsibilities of the role include:

Managing reception team including appraisals/rota/annual leave/training Line manager for all admin/reception staff Ensuring adequate procurement of stationary/equipment needed for the practice. Participating to ensure full awarding of points needed to fulfil both QOF and IIF Supporting Practice Manager and to take overall responsibility (as far as possible) for the management of the practice in the Practice Manager's absence Share responsibility for the control of petty cash and assist with payroll OOH support for fire/burglar alarm
The role will also include the following:

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

b. Providing leadership and guidance to all staff ensuring that they adhere to policy and procedure at all times

c. Overseeing the administrative elements of QOF, liaising with GPs, nursing staff and administrators

d. Implementing systems to ensure compliance with CQC regulations and standards

e. Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed

f. Acting as the lead for recruitment including pre-employment checks and DBS

g. Evaluating, organising and overseeing the staff induction programme

h. Implementing and embedding an effective staff appraisal process

i. Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record

j. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare

k. 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

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

m. Updating and acting as the focal point for the practice website and social media sites

n. Managing contracts for and highlighting issues with services i.e., cleaning, gardening, window cleaning etc.

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

p. Ensuring the staff implement the practice wide approach to the management of all patient services matters

q. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders

r. Deputise for the PM

s. Lead the management of the Patient Participation Group

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

u. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required. Identify trends and devise solutions to reduce risk and repeated occurrences of significant events

v. Support the practice manager in the reviewing and updating of practice policies and procedures

w. Support the practice and management team with continuous improvement and change initiatives

Equality and diversity

The post-holder will:

Act in a way that recognises the importance of peoples' rights, interpreting them in a way that is consistent with practice procedures and policies and current legislation

Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behave in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights

Be aware of statutory procedures, local guidance and referral criteria regarding protection of children and vulnerable adults

To follow the guidance and practice policies and take action in the appropriate manner

Health and safety:

The post-holder will assist the Practice Manager in promoting and maintaining their own and others' health, safety and security as defined by the practice's health and safety policy, to include:-

Using personal security systems within the workplace according to practice protocols

Making effective use of training to update knowledge and skills

Monitor work areas and practices to ensure they are safe and free from hazards and conform to relevant legislation, policies, procedures and guidelines

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this job description, the post-holder will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Attend regular staff meetings Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues Contribute to the effectiveness of the team and make suggestions on ways to improve and enhance the team's performance Ensure compliance with the requirements of the Data Protection Act 1998 and Caldicott principles at all times Ensure awareness of the requirements of the Care Quality Commission essential standards for primary care Participate in the practice's staff appraisal scheme and take responsibility for own development, learning and performance Attend any internal or external training events which are deemed to be appropriate to the job role Assist the practice as necessary to achieve corporate objectives Assist in promoting and maintaining their own and others' health, safety and security as defined in the practice policies on Health & Safety and Security

Experience and Qualifications

Desirable

Previous experience is desirable

Essential

Applicants must have a good standard of written and oral English and be IT literate

GCSE Maths and English grade C or above (or equivalent)

Knowledge

Knowledge of NHS, HR, office working and Primary Care

Skills

Attention to detail Excellent computer skills Ability to work on own initiative Good verbal and written communication skills Excellent organisation skills Excellent interpersonal skills Good at multitasking

Personal style and behaviour

Ability to work under pressure Adaptability Flexibility to be able to cover sickness and holiday

Holiday Allowance

5 weeks including Bank Holidays

Previous applicants need not apply

We may close this job application early due to high-quality applicants

Please contact our Management team at the surgery on 02380 446468 for more information about the job role.

We will be holding interviews on Tuesday 14th October 2025.

Job Types: Full-time, Permanent

Pay: From 15.00 per hour

Expected hours: No less than 30 per week

Benefits:

On-site parking
Work Location: In person