Job Description

JOB PURPOSE Working as part of the Management Team the Deputy Practice Manager will support the smooth and efficient running of the practice ensuring high standards of service delivery and staff engagement. Key working relationships will include, Practice and Deputy Practice Manager, GP partners, salaried GPs and practice nurses and healthcare assistants, team leaders, administration and patient services staff, other GP practices, ICB, NHSE, primary care network, GP trainees and Medical students. JOB ROLE The following are the core responsibilities of the Deputy Practice Manager. There may be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.



The exact duties allocated will be selected from the range of duties detailed below Operational Management Support the day-to-day operation of the non-clinical teams, ensuring smooth patient flow. Assist with compliance monitoring including in relation to the GMS (General Medical Services) contract and CQC (Care Quality Commission), ensuring evidence is maintained and up to date. Contribute to the management and improvement of clinical and administrative protocols. Help oversee appointment systems and patient access, including online services.



Assist with the provision of non-NHS work undertaken at the practice including the management of associated fees collected Participate in the practice Research programme as required Quality and Performance Help drive improvements in patient care and service delivery. Assist in the development of new policies and procedures ensuring they are implemented within the team effectively Assist in monitoring and reporting on QOF (Quality and Outcomes Framework) achievement, ensuring accurate data extraction and recall systems. Support the coordination of Enhanced Services, including seasonal vaccination campaigns and health checks. Contribute to audits and action plans to improve care quality and patient outcomes.



Human Resources Support recruitment administration, induction processes, and mandatory training compliance Assist with rotas and leave management, including ensuring effective processes for the management of absence and ensuring processes are followed and all welfare checks completed Help maintain up-to-date HR records and confidentiality. Assist with identifying training and development needs and with supporting and conducting staff training. Primary Care Network (PCN) Support Support practice engagement with PCN initiatives and projects, including population health management and extended access services. Liaise with PCN colleagues and attend meetings when required.



Finance and Resource Management Participate in practice financial processes, including NHS claims, Enhanced Service payments, and invoice management. Support ordering and stock control for clinical and non-clinical supplies. Support budget planning, financial forecasting, and petty cash management. Assist with preparation of reports, business plans, and submission of documentation.



Patient Engagement and Communication Assist in handling patient queries, feedback, and complaints promptly and professionally. Support the development and promotion of patient information, practice newsletters, and website updates. Maintain and work with Patient Participation Groups (PPGs) Handle non-clinical complaints and feedback (formal and informal) Act as complaints lead and maintain complaint/safety incident logs Liaise with GPs, patients, and external services to ensure effective communication Liaison with the PCN Meetings & Representation Attend meetings and briefings as required. Deputise for Practice Manager if required during holiday cover / absence.



Attend all necessary meetings, take minutes, circulate and action any relevant information Represent the practice in internal and external meetings as required. IT and Information Governance Help maintain the security and accuracy of clinical systems (e.g., EMIS) and compliance with Data Protection and GDPR requirements. Support data reporting to NHS bodies, PCNs, and commissioners. Manage IT issues and escalate technical problems as needed.



Facilitate updates to the practice website, social media, and templates Estates Management Assist with regular health and safety checks, including fire safety and infection prevention. Assist with the organisation and recording of premises checks, servicing, and maintenance. Assist with the management of Infection Control and protection measures including a cleaning and decontamination programme Health & Safety The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include: Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks To ensure the health and safety of staff, patients and visitors is maintained Assist with carrying out regular risk assessments for fire safety To ensure a full health and safety risk assessment has been completed for newly employed staff Maintain a knowledge of changes to health and safety legislation and ensure these are implemented by the practice Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards Actively reporting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training (minimum annually) Reporting potential risks identified Demonstrate due regard for safeguarding General Undertake and perform any additional, relevant projects and duties assigned by the partners and/or practice manager