Deputy Practice Manager

Job description

Job responsibilities

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.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Experience

Essential

• General Practice Experience: Over three years experience working in a general practice setting, providing administrative and patient support within a primary care environment.
• Multidisciplinary Team (MDT) Experience: Proven experience working effectively as part of a multidisciplinary team, collaborating with GPs, nurses, healthcare assistants, and administrative staff to ensure smooth service delivery and high standards of patient care.

Desirable

• Staff Management: At least three years experience managing staff, including delegating tasks, providing guidance and support, and ensuring team performance meets organisational standards.
• Procedure Management: Proven experience overseeing and implementing office or clinical procedures, maintaining compliance with organisational policies, and ensuring efficient workflow.

Personal Qualities

Essential

• The ideal candidate should:
• Be committed and flexible, demonstrating a positive attitude toward change and new challenges.
• Possess strong interpersonal skills, with the ability to communicate effectively at all levels within the organisation.
• Be driven and enthusiastic, capable of maintaining performance and focus in a dynamic and pressurised environment.
• Be highly motivated and proactive, able to work independently with minimal supervision and to take a leading role in agreed areas of responsibility.

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.

Employer details

Employer name

Tynemouth Medical Practice

Address

24 Tynemouth Road

London

N15 4RH

Employer's website

https://tynemouthmedicalpractice.co.uk/ (Opens in a new tab)