Job summary
We are seeking an organised, motivated, and experienced Deputy Practice Manager to play a vital leadership role in the day-to-day running of our busy GP surgery across three sites. As second in command to the Practice Manager, you will be responsible for managing nurse rotas, supporting staff scheduling, overseeing governance and complaints processes, and ensuring compliance with data protection regulations. The Deputy also serves as the Data Protection Officer point of contact, coordinates training and meetings, and plays a key role in the delivery of safe and efficient services. This is an excellent opportunity for a proactive and capable individual to make a meaningful impact in primary care operations.
Main duties of the job
Main Duties:
Maintain and manage nurse rotas across three surgery sites.
Support staff rota planning and adjustments to ensure full operational cover.
Investigate and respond to complex patient complaints and significant events.
Serve as Data Protection Officer point of contact, overseeing GDPR compliance and information governance responsibilities.
Coordinate and ensure completion of monthly and annual submissions, including the IG Toolkit and CCPSAT.
Organise weekly clinical meetings, maintaining clear agendas and action tracking.
Monitor and follow up on clinical staff mandatory training compliance.
Plan and deliver annual CPR training and CPD/PLT closures.
Support the Practice Manager and deputise when required.
Collaborate with other members of the management team (Operations Manager, IT Manager, Reception Manager).
Contribute to seasonal health campaigns (e.g., flu and COVID) and assist in coordination of staff appraisals
About us
We are a supportive teaching practice with a friendly multi-disciplinary team who are dedicated to delivering high standards of patient care. Our team includes 6 GP partners, 7 salaried GPs, Advanced Clinical Practitioners (ACPs) who lead on home visits, a physiotherapist, a Physician Associate, 2 pharmacists, a pharmacy technician, 3 nurses, and 3 healthcare assistants (HCAs). We pride ourselves on being innovative, patient-centred, and committed to continuous improvement. As a training practice, we support the development of future healthcare professionals while delivering care to our diverse patient population.
Job description
Job responsibilities
Key Responsibilities:
Staffing & Rota Management
Maintain the nursing rota, ensuring consistent and safe clinical coverage.
Support staff rotas across reception and admin teams, identifying and addressing staffing gaps.
Assist with internal adjustments or locum cover as needed.
Governance & Complaints
Lead investigations into complex complaints and draft appropriate responses.
Oversee significant event reporting and documentation.
Analyse and report trends in complaints and incidents during practice meetings.
Information Governance & Compliance
Act as Data Protection Officer point of contact, ensuring GDPR responsibilities are met.
Complete and submit the IG Toolkit and CCPSAT annually.
Monitor and update data protection policies and ensure staff compliance.
Training, Meetings & Development
Organise annual CPR training and maintain clinical staff training records.
Coordinate weekly clinical meetings and minute with follow-up action tracking.
Plan CPD and protected learning time (PLT) sessions.
Team Support
Provide operational support to the Practice Manager.
Work closely with the Operations, IT, and Reception Managers to support daily functions within all teams.
Attend internal and external meetings and contribute to service improvements.
Campaigns & Appraisals
Support the delivery of flu, COVID, and other seasonal health campaigns.
Assist the Practice Manager with staff appraisals and annual reviews.
Job description
Job responsibilities
Key Responsibilities:
Staffing & Rota Management
Maintain the nursing rota, ensuring consistent and safe clinical coverage.
Support staff rotas across reception and admin teams, identifying and addressing staffing gaps.
Assist with internal adjustments or locum cover as needed.
Governance & Complaints
Lead investigations into complex complaints and draft appropriate responses.
Oversee significant event reporting and documentation.
Analyse and report trends in complaints and incidents during practice meetings.
Information Governance & Compliance
Act as Data Protection Officer point of contact, ensuring GDPR responsibilities are met.
Complete and submit the IG Toolkit and CCPSAT annually.
Monitor and update data protection policies and ensure staff compliance.
Training, Meetings & Development
Organise annual CPR training and maintain clinical staff training records.
Coordinate weekly clinical meetings and minute with follow-up action tracking.
Plan CPD and protected learning time (PLT) sessions.
Team Support
Provide operational support to the Practice Manager.
Work closely with the Operations, IT, and Reception Managers to support daily functions within all teams.
Attend internal and external meetings and contribute to service improvements.
Campaigns & Appraisals
Support the delivery of flu, COVID, and other seasonal health campaigns.
Assist the Practice Manager with staff appraisals and annual reviews.
Person Specification
Qualifications
Essential
- Experience managing or supervising a team
- Strong rota management and organisational skills
- Experience handling complaints and significant events
- Experience minuting meetings and tracking actions
- Knowledge of data protection/GDPR
- Able to work flexibly across multiple sites
- Strong communication and leadership skills
- Confident working with both clinical and non-clinical teams
Desirable
- Experience in Primary Care or NHS setting
- Familiarity with IG Toolkit and NHS compliance submissions
- Experience supporting vaccination campaigns (e.g. flu/COVID)
- Knowledge of OOH notifications and MCCD processes
Person Specification
Qualifications
Essential
- Experience managing or supervising a team
- Strong rota management and organisational skills
- Experience handling complaints and significant events
- Experience minuting meetings and tracking actions
- Knowledge of data protection/GDPR
- Able to work flexibly across multiple sites
- Strong communication and leadership skills
- Confident working with both clinical and non-clinical teams
Desirable
- Experience in Primary Care or NHS setting
- Familiarity with IG Toolkit and NHS compliance submissions
- Experience supporting vaccination campaigns (e.g. flu/COVID)
- Knowledge of OOH notifications and MCCD processes
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.
