Assistant Practice Manager - High Green Medical PracticeGP Practice

Job Purpose-

The Assistant Practice Manager will support the Practice Manager Partner and work closely with the Deputy Practice Manager to ensure the effective operational leadership and day-to-day running of the practice. The post holder will provide leadership to administrative and patient services teams, support workforce management, oversee quality and service delivery programmes, coordinate trainee induction arrangements, manage Infection Prevention and Control processes, and contribute to delivery of contractual, organisational and patient care objectives. The role is intended to strengthen management capacity, support service resilience and promote high standards of patient service, governance, staff engagement and continuous improvement.

Operational Management

• Support the Practice Manager Partner and Deputy Practice Manager in the delivery of operational objectives.
• Assist in the day-to-day management of practice operations, ensuring services are safe, efficient and patient focused.
• Monitor reception, administration and patient service workflows to ensure service standards are achieved.
• Support appointment system management, capacity planning and utilisation of clinical and non-clinical resources.
• Identify service pressures, risks and improvement opportunities, escalating appropriately where required.
• Support business continuity, operational resilience and implementation of new practice or NHS initiatives.

Leadership and Staff Management

• Provide day-to-day leadership and support to reception, administration and secretarial teams.
• Assist with recruitment, induction, supervision and retention of staff.
• Support rota management, annual leave planning, sickness absence monitoring and day-to-day workforce allocation.
• Contribute to staff appraisals, one-to-one meetings and personal development plans as delegated.
• Promote a positive, professional and supportive working culture across the practice.
• Support staff wellbeing, engagement and communication across administrative teams.

Quality, Service Delivery Programmes and Targets

• Oversee and support delivery of quality and service delivery programmes across the practice.
• Monitor progress against local and national targets, including QOF, Enhanced Services, PCN requirements and other NHS contractual indicators as applicable.
• Produce and maintain action plans, reports and performance updates for the Practice Manager and GP Partners.
• Support audits, quality improvement projects and service reviews.
• Ensure actions arising from audits, reviews, complaints, incidents and significant events are implemented and monitored.
• Work with clinical and administrative teams to improve data quality, patient access, patient experience and operational performance.

Infection Prevention and Control Management

• Act as the practice Infection Prevention and Control Lead or Deputy IPC Lead as agreed by the Practice Manager.
• Maintain and review Infection Prevention and Control policies, procedures and risk assessments.
• Coordinate IPC audits, environmental cleanliness checks and action plans.
• Support compliance with national IPC standards, best practice guidance and CQC expectations.
• Ensure staff complete IPC training and receive appropriate updates.
• Investigate, document and escalate IPC concerns or incidents where required.
• Liaise with cleaning contractors, estates support and staff to maintain a safe and clean practice environment.

Training, Trainees and Workforce Development

• Coordinate induction programmes for new staff and support organisation-wide mandatory training compliance.
• Support the induction and placement arrangements for Foundation Year 2 doctors, GP Registrars, Medical Students and other learners or trainees.
• Liaise with educational supervisors, trainers, training hubs, medical schools and placement providers as required.
• Maintain local records of trainee induction, access arrangements, mandatory requirements and practice orientation.
• Ensure trainees are introduced to relevant practice systems, teams, policies, safety arrangements and operational processes.
• Promote a learning culture and support continuous professional development across the practice.

Patient Services and Governance

• Support the handling and monitoring of patient feedback, complaints and concerns.
• Assist with significant event processes, incident reporting and implementation of learning outcomes.
• Contribute to CQC readiness, governance activities, policy review and risk management processes.
• Ensure confidentiality, information governance and data protection standards are maintained.
• Promote high standards of patient communication, access and service quality.

Information Technology and Data Quality

• Support effective use of SystmOne, NHSmail, AccuRx, Ardens and other practice systems.
• Contribute to data quality improvement programmes and support accurate clinical and administrative coding processes where appropriate.
• Assist with implementation of new digital tools, NHS IT initiatives and workflow improvements.
• Support staff to use systems effectively and escalate technical or operational system issues as required.

Meetings and Communication

• Attend and contribute to management, operational and team meetings as required.
• Prepare reports, action logs, communications and updates for staff and management review.
• Act as a key communication link between administrative teams, the Deputy Practice Manager, Practice Manager and wider practice leadership.
• Liaise professionally with external organisations including the PCN, ICB, NHS England, training bodies, suppliers and contractors.

Deputising Responsibilities

• In the absence of the Deputy Practice Manager, coordinate daily operational activities and provide first-line management support to administrative teams.
• Escalate significant operational, workforce, patient safety or governance issues to the Practice Manager and GP Partners.
• Ensure continuity of essential services and support prompt resolution of operational issues.

Person Specification

Essential

• Qualifications: GCSE English and Mathematics or equivalent. Evidence of management, supervisory or relevant primary care experience.
• Experience: Experience working in General Practice, Primary Care, NHS or a comparable patient-facing operational environment. Experience supervising or supporting administrative teams.
• Knowledge: Understanding of confidentiality, information governance, patient services and operational risk.
• Skills: Excellent communication, organisation, prioritisation and problem-solving skills. Confident using Microsoft Office and practice systems. Able to work under pressure and manage competing priorities
• Personal attributes: Professional, approachable, flexible, reliable and committed to high standards of patient care and team working.

Desirable:

• Qualifications: Qualifications GCSE English and Mathematics or equivalent. Evidence of management, supervisory or relevant primary care experience. ILM or equivalent leadership qualification. Infection Prevention and Control training. Quality Improvement training. Primary Care Management qualification.
• Experience: Experience with QOF, Enhanced Services, PCN or NHS contractual indicators. Experience supporting F2 doctors, GP Registrars or Medical Students. Experience managing IPC processes.
• Knowledge: Understanding of CQC requirements, quality assurance, audit processes and NHS primary care service delivery.
• Skills: Experience using SystmOne, AccuRx, Ardens, NHSmail and reporting tools.
• Personal attributes: Interest in service improvement, training support and future leadership development.

Key Performance Indicators / Measures of Success

• Improved patient access, workflow and appointment utilisation.
• Achievement of agreed quality, service delivery and contractual targets.
• Completion and monitoring of IPC audits, risk assessments and action plans.
• Effective induction and support arrangements for staff, F2 doctors, GP Registrars, Medical Students and other trainees.
• Maintained mandatory training compliance and accurate workforce records.
• Timely monitoring of complaints, significant events, governance actions and learning outcomes.
• Positive staff engagement and effective day-to-day operational support.

Additional Notes This job description is not exhaustive and may be reviewed in line with practice requirements, service development, contractual changes and organisational priorities. The post holder may be required to undertake other duties appropriate to the role and level of responsibility.

To apply, please send a CV and cover letter to [email protected]