Job Description

Job Title:

Deputy / Assistant Practice Manager Reports to: Practice Manager Hours: 32 hours per week Job Overview The Deputy / Assistant Practice Manager plays a key role in supporting the Practice Manager with the smooth, effective, and compliant running of the practice. This includes day-to-day operational management, performance monitoring, and project delivery. The postholder will act as a point of support and continuity during the Practice Managers absence and will contribute to improving administrative and clinical standards across all areas of the practice. Main Duties and Responsibilities Operational and Administrative Support Assist the Practice Manager with daily operations, ensuring the efficient running of practice systems and procedures.



Provide cover and support in the Practice Managers absence. Respond to requests for information and prepare reports, data, and updates as required. Support payroll, accounts, tax returns, and claims processing (monthly, quarterly, and annual). Assist with policy writing, reviews, and maintaining up-to-date documentation.



Quality, Performance, and Compliance Support the monitoring and documentation of performance and quality standards. Maintain and update the Data Security and Protection Toolkit annually. Update the NHS web tool and other online platforms as required. Assist in managing data quality within the clinical system (e.g.



EMIS), promoting accuracy and compliance with national and local standards. Contribute to clinical audits, reporting, and disease register maintenance. Assist with handling complaints, patient feedback, and NHS Choices responses. Staff Support and Development Support the induction of new staff, students, and registrars.



Maintain accurate staff training records, including mandatory training compliance. Assist in organising and minuting practice meetings. Provide advice, guidance, and support to administrative and clinical teams where required. IT and Systems Liaise with GP IT, EMIS, and Docman support teams to resolve system issues.



Supervise and support key administrative systems, including NHS e-Referrals, MARS/reports administration, and Child Protection documentation. Facilities, Health & Safety, and Compliance Support the Practice Manager in maintaining the building, equipment, and Health & Safety standards. Contribute to regular Health & Safety checks, Fire Risk Assessments, and drills. Assist with managing maintenance projects and liaising with contractors.



Finance and Record-Keeping Assist with practice accounts documentation and banking as required. Support the preparation and submission of financial and performance reports. General Deal with patients, NHS contacts, and external partners in person, by phone, and in writing. Undertake any reasonable additional tasks as required by the Practice Manager.



Confidentiality All staff must maintain strict confidentiality regarding patients, staff, and practice business in accordance with data protection and confidentiality policies. Health & Safety Assist in maintaining a safe working environment by following all practice policies and procedures, identifying risks, and using appropriate infection control and security systems. Equality, Diversity & Inclusion Promote equality, diversity, and the rights of patients and colleagues, treating all individuals with dignity, respect, and fairness. Personal & Professional Development Participate in annual performance reviews and maintain responsibility for ongoing learning and development.



Share knowledge and skills with colleagues and support others development where appropriate. Quality and Continuous Improvement Contribute to maintaining and improving quality standards across the practice. Identify and communicate risks or areas for improvement. Participate in audits and quality improvement activities.



Communication Communicate effectively with colleagues, patients, and external organisations. Adapt communication methods to meet the needs of individuals and situations. Contribution to Service Development Implement practice policies and procedures consistently. Participate in discussions and audits to enhance service delivery.