Job responsibilities
JOB
PURPOSE
Working as part of the Management Team
the Deputy Practice Manager will support the smooth and efficient running of
the practice ensuring high standards of service delivery and staff engagement.
Key working relationships will include, Practice
and Deputy Practice Manager, GP partners, salaried GPs and practice nurses and
healthcare assistants, team leaders, administration and patient services staff,
other GP practices, ICB, NHSE, primary care network, GP trainees and Medical
students.
JOB
ROLE
The following
are the core responsibilities of the Deputy Practice Manager. There may be a
requirement to carry out other tasks; this will be dependent upon factors such
as workload and staffing levels.
The exact duties allocated will be selected from the range of duties
detailed below
Operational
Management
Support
the day-to-day operation of the non-clinical teams, ensuring smooth patient
flow.
Assist
with compliance monitoring including in relation to the GMS (General Medical
Services) contract and CQC (Care Quality Commission), ensuring evidence is
maintained and up to date.
Contribute
to the management and improvement of clinical and administrative protocols.
Help
oversee appointment systems and patient access, including online services.
Assist
with the provision of non-NHS work undertaken at the practice including the
management of associated fees collected
Participate
in the practice Research programme as required
Quality
and Performance
Help
drive improvements in patient care and service delivery.
Assist
in the development of new policies and procedures ensuring they are implemented
within the team effectively
Assist
in monitoring and reporting on QOF (Quality and Outcomes Framework)
achievement, ensuring accurate data extraction and recall systems.
Support
the coordination of Enhanced Services, including seasonal vaccination campaigns
and health checks.
Contribute
to audits and action plans to improve care quality and patient outcomes.
Human
Resources
Support
recruitment administration, induction processes, and mandatory training
compliance
Assist
with rotas and leave management, including ensuring effective processes for the
management of absence and ensuring processes are followed and all welfare
checks completed
Help
maintain up-to-date HR records and confidentiality.
Assist
with identifying training and development needs and with supporting and conducting
staff training.
Primary
Care Network (PCN) Support
Support
practice engagement with PCN initiatives and projects, including population
health management and extended access services.
Liaise
with PCN colleagues and attend meetings when required.
Finance
and Resource Management
Participate
in practice financial processes, including NHS claims, Enhanced Service
payments, and invoice management.
Support
ordering and stock control for clinical and non-clinical supplies.
Support
budget planning, financial forecasting, and petty cash management.
Assist
with preparation of reports, business plans, and submission of documentation.
Patient
Engagement and Communication
Assist
in handling patient queries, feedback, and complaints promptly and
professionally.
Support
the development and promotion of patient information, practice newsletters, and
website updates.
Maintain
and work with Patient Participation Groups (PPGs)
Handle
non-clinical complaints and feedback (formal and informal)
Act
as complaints lead and maintain complaint/safety incident logs
Liaise
with GPs, patients, and external services to ensure effective communication
Liaison
with the PCN
Meetings
& Representation
Attend
meetings and briefings as required.
Deputise
for Practice Manager if required during holiday cover / absence. Attend all
necessary meetings, take minutes, circulate and action any relevant information
Represent
the practice in internal and external meetings as required.
IT
and Information Governance
Help
maintain the security and accuracy of clinical systems (e.g., EMIS) and
compliance with Data Protection and GDPR requirements.
Support
data reporting to NHS bodies, PCNs, and commissioners.
Manage
IT issues and escalate technical problems as needed.
Facilitate
updates to the practice website, social media, and templates
Estates
Management
Assist
with regular health and safety checks, including fire safety and infection
prevention.
Assist
with the organisation and recording of premises checks, servicing, and
maintenance.
Assist
with the management of Infection Control and protection measures including a
cleaning and decontamination programme
Health &
Safety
The post-holder
will assist in promoting and maintaining their own and others health, safety
and security as defined in the practice health & safety policy, the
practice health & safety manual, and the practice infection control policy
and published procedures. This will include:
Using
personal security systems within the workplace according to practice guidelines
Identifying
the risks involved in work activities and undertaking such activities in a way
that manages those risks
To
ensure the health and safety of staff, patients and visitors is maintained
Assist
with carrying out regular risk assessments for fire safety
To
ensure a full health and safety risk assessment has been completed for newly
employed staff
Maintain
a knowledge of changes to health and safety legislation and ensure these are
implemented by the practice
Using
appropriate infection control procedures, maintaining work areas in a tidy and
safe way, free from hazards
Actively
reporting health and safety hazards and infection hazards immediately when
recognised
Keeping
own work areas and general/patient areas generally clean, assisting in the
maintenance of general standards of cleanliness consistent with the scope of
the job holders role
Undertaking
periodic infection control training (minimum annually)
Reporting
potential risks identified
Demonstrate
due regard for safeguarding
General
Undertake
and perform any additional, relevant projects and duties assigned by the
partners and/or practice manager
