Assistant Practice ManagerNHS

Job summary

Are you an organised, detail-focused administrator or junior manager looking to build your career in general practice management? We are looking for an Assistant Practice Manager to work with our business admin team, keeping our clinical rota, staffing and claims running smoothly across a busy multi-site group.

We are looking for 2 Assistant Practice Managers to join our team. Please read the job descriptions in full to understand the difference between each role. Suitablity for specific roles will be discussed following the interview stage.

Please note this is a part time role of 20 hours per week for each role.

Main duties of the job

Role 1 - Main duties of the job

• Clinical rota and staffing
• Locum booking, holidays, sickness and annual leave
• PPG meetings and minutes
• Scorecard updates
• Monitoring important patient registers
• Financial claims for local and direct services

Role 2 -Main duties of the job

• Enhanced service KPI monitoring
• Sending and monitoring recalls
• Chasing patients and ensuring adequate clinic capacity
• Coding checks
• CQC compliance monitoring
• Clinical safety searches and safety-netting checks

Job description

ROLE 1 -

Job responsibilities You will work closely with the business admin team and report to the Group Manager, helping to make sure our clinical sessions are properly staffed, our claims are submitted accurately and on time, and our patient registers are well monitored. This is a varied, part-time role for someone who enjoys problem-solving, working to deadlines and being the person who keeps things running.

Key Responsibilities

Clinical Rota & Staffing

• Working with the business admin team to build, maintain and amend the clinical rota across the sites.
• Booking and coordinating locums and ensuring sessions are safely covered.
• Managing and recording holidays, sickness and annual leave.
• Resolving rota gaps quickly and communicating changes to staff.
• Helping to ensure safe and sustainable staffing levels at all times.

Meetings, Scorecards & Registers

• Supporting PPG meetings, including arranging, attending and taking minutes.
• Taking and circulating minutes for management and other meetings, and tracking agreed actions.
• Updating scorecards accurately and on time.
• Monitoring important patient registers (e.g. QOF disease registers, safeguarding and vulnerable patient lists) and flagging concerns.

Financial Claims

• Completing claims for local and direct enhanced services, such as minor surgery.
• Preparing and submitting ARRS claims.
• Completing public health claims.
• Completing PPA claims.
• Keeping accurate records and evidence to support all claims and checking for missed income.
• Reporting on claims submitted, outstanding and paid.

About You We are looking for someone who is organised, accurate and reliable, who can work independently but also as part of a team.

You will ideally have:

• Experience in a GP practice, NHS or similar administrative or management role.
• Experience of rota management, staffing or workforce coordination.
• Good understanding of NHS general practice, including contracts and funding.
• Experience of, or a willingness to learn, NHS claims processes (e.g. ARRS, enhanced services).
• Excellent attention to detail and strong numeracy skills.
• Strong IT skills, including Microsoft Office, particularly Excel.
• Excellent communication skills and the ability to handle sensitive information.
• The ability to manage competing priorities and meet deadlines.ROLE 2 -

Job responsibilities You will work closely with the practice management team and report to the Group Manager, making sure our enhanced services meet their targets and our systems are safe and inspection-ready. This is a part-time role for someone with strong attention to detail, who is happy to follow things through to completion.

Key Responsibilities

Enhanced Services & KPIs

• Working with the practice management team to monitor KPIs for local and direct enhanced services.
• Sending recalls and monitoring responses.
• Chasing patients who have not responded or attended, and escalating where appropriate.
• Ensuring adequate clinic time is available to meet targets and liaising with the team to arrange extra capacity where needed.
• Cross-checking coding to make sure work is accurately recorded and counted.
• Tracking performance against targets and reporting on progress and risks.
• Ensuring KPIs are met and actions are completed on time.

CQC Compliance & Clinical Safety

• Assisting with CQC compliance monitoring across the sites.
• Running clinical safety searches and reporting results to the GP partner for clinical action.
• Carrying out clinical and system checks for safety-netting, such as appointment booking, tasks, referrals and outstanding results.
• Keeping accurate records of checks completed and actions taken.
• Supporting internal audits and helping to keep evidence ready for inspection.
• Flagging risks, errors or concerns promptly to the management team.

About You We are looking for someone who is accurate, organised and persistent, who is comfortable working with data and clinical systems, and who takes ownership of tasks until they are done.

You will ideally have:

• Experience in a GP practice, NHS or similar administrative or management role.
• Experience using clinical systems such as EMIS, including running searches and reports.
• An understanding of clinical coding, QOF and enhanced services.
• Knowledge of, or interest in, CQC requirements and patient safety.
• Excellent attention to detail and a methodical approach.
• Good communication skills, including contacting patients sensitively.
• The ability to manage competing priorities and meet deadlines.
• Good IT skills, including Microsoft Office.

About us

About us We are a multi-site operator with four practices, all within a 10-minute drive of each other. We have a large, supportive team including a Group Manager, Practice Managers, a management support team, administrators, reception supervisors and GP leads. We are ambitious about growth and committed to high-quality, well-governed care.