Assistant Practice Manager

Job summary

We are seeking a proactive and highly organised GP Assistant Practice Manager to support the effective and efficient operation of our practice. The successful candidate will assist the Practice Manager in overseeing the day-to-day administrative activities, ensuring high-quality service to patients, and facilitating the smooth running of the practice.

This role is pivotal in helping to manage patient services, compliance with NHS regulations, and maintaining staff coordination, making it ideal for someone with excellent management, organisational, and communication skills.

Responsibilities

Operational support

• Assist the Practice Manager in managing the daily operations of the practice
• Supervise non-clinical staff, ensuring appropriate staffing levels and managing rotas
• Help oversee patient appointments, ensuring effective scheduling and patient flow
• Liaise with clinical and administrative staff to ensure seamless practice functioning
• Deputise for the practice manager in the practice manager’s absence

Patient services

• Handle patient queries and complaints, providing prompt and courteous responses
• Ensure patient records are accurately maintained and comply with confidentiality regulations (Data Protection Act and GDPR)
• Support initiatives to improve patient experience and satisfaction

Compliance & governance

• Assist in ensuring the practice complies with CQC (Care Quality Commission) standards, NHS regulations, and other legal requirements
• Help manage practice policies and procedures, ensuring these are kept up-to-date and adhered to by staff
• Monitor health and safety standards within the practice
• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
• Routine management of own team / team areas, and maintenance of workspace standards
• Demonstrate due regard for safeguarding and promoting the welfare of children

Financial management

• Assist with financial management tasks such as invoicing, budgeting, and payroll coordination
• Support the Practice Manager in monitoring practice income and expenditure

IT & systems

• Oversee the effective use of the practice’s IT systems, including patient management software
• Help troubleshoot IT issues and liaise with technical support when necessary
• Assist in implementing new technologies and systems that improve practice efficiency

Human resources

• Support recruitment, induction, and training of staff
• Assist in the management of staff performance, appraisals, and development plans
• Oversee staff absence records, ensuring adequate cover at all times

Communication

Act as a point of contact between staff and the Practice Manager
Ensure effective communication between practice staff, patients, and external stakeholders
Attend and contribute to practice meetings and staff briefings

Development & quality improvement

• Support the Practice Manager in identifying and implementing process improvements
• Help with audits and quality improvement projects aimed at enhancing practice efficiency and patient care

Equality and diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Requirements

Qualifications & experience

• Experience in a healthcare administration or management role, must be within a GP or NHS setting
• Strong understanding of CQC and NHS regulations and compliance
• Excellent communication and interpersonal skills, with a patient-centred approach
• Proficient in IT, with experience using healthcare systems (e.g., EMIS, Docman)
• Strong organisational skills and attention to detail
• Ability to manage multiple priorities and work under pressure

Desirable skills

• Previous experience in a management or leadership role
• Familiarity with GP practice management
• Knowledge of HR processes and payroll systems

Benefits package

• Company events
• Company pension
• Employee discount
• Free flu jabs
• On-site parking