Job summary
Park Lane Surgery is looking to recruit a highly organised and proactive Assistant Practice Manager to support the day-to-day running of our busy GP practice. Working closely with the Practice Manager, the successful candidate will play an important role in ensuring the smooth and efficient operation of the practice.
Due to the size of our practice, this is a varied and hands-on role where no two days are the same. Responsibilities include maintaining staff records, supporting staff and sickness management, coordinating clinical rotas, assisting with payroll, producing reports from our clinical system (SystmOne), and helping oversee building maintenance and facilities.
We are looking for someone with strong organisational skills, attention to detail, and the ability to work collaboratively with both clinical and administrative teams to support the delivery of safe, efficient and high-quality patient care.
Main duties of the job
We are looking to recruit an
Assistant Practice Manager to support the Practice Manager in the day-to-day
operational management of the practice. The role is primarily operational and
administrative, ensuring effective staff management, accurate reporting, rota
coordination, and efficient running of practice systems and facilities.
The post holder will take a lead
role in HR administration, workforce management, clinical rota coordination,
and operational reporting within the clinical system (SystmOne). The role also
supports the Practice Manager with financial claims and ensures that the
practice premises are well maintained and compliant with relevant regulations.
The Assistant Practice Manager
will work closely with clinical and administrative teams to ensure smooth
practice operations and delivery of high-quality patient services.
About us
Park Lane Surgery is a small (ish) and
friendly practice with over 8000 patients in the Allestree suburb of Derby. We have 4 GP Partners, 1 Salaried GP, 1 ANP, 2 Nurses, 1 HCA and 1 Phlebotomist in our
dedicated clinical team. We are tight-knit team working in close proximity with one another on a daily basis.
The whole practice team works
hard to provide a caring, empathetic & considerate service to our growing
list of patients. We received a good rating by CQC in 2025 and we are
keen to uphold this by continuing to provide excellent care to our patients.
We are part of the Greater Derby
Primary Care Network.
Job description
Job responsibilities
Key Responsibilities
HR Administration and Staff Records
- Maintain accurate and confidential staff records in line with GDPR and employment legislation.
- Manage personnel files including contracts, job descriptions, training records, DBS checks and appraisals.
- Support recruitment processes including advertising roles, arranging interviews and onboarding new staff.
- Maintain staff training records and ensure mandatory training compliance.
- Ensure HR documentation and policies are up to date.
Staff Management and Sickness Monitoring
- Monitor staff attendance and sickness in accordance with practice policies.
- Maintain sickness records and support the Practice Manager with return-to-work processes.
- Support informal staff management processes where appropriate.
- Ensure absence records and leave requests are accurately recorded.
- Escalate workforce issues to the Practice Manager as required.
Clinical Staffing Rotas
- Coordinate and maintain clinical and administrative staff rotas.
- Ensure adequate clinical cover across GP, nursing and HCA teams where appropriate.
- Manage rota changes, leave requests, and sickness cover.
- Work with clinicians and the Practice Manager to ensure rotas support safe service delivery.
Financial Claims Support
- Assist the Practice Manager in preparing and submitting practice financial claims.
- Support claims relating to enhanced services and other NHS contracts where required.
- Ensure accurate data is collected and submitted within required deadlines.
- Support reconciliation of claim data with practice records.
Clinical System Reporting (SystmOne)
- Produce regular operational and clinical reports using SystmOne.
- Support searches, audits and data extraction for clinical and contractual purposes.
- Assist with reporting requirements for performance monitoring and service delivery.
- Work with the Practice Manager to ensure data quality within the clinical system.
Building and Facilities Management
- Support oversight of the practice premises and facilities.
- Coordinate routine building maintenance and repairs.
- Liaise with contractors and service providers as required.
- Maintain records relating to premises compliance, servicing and safety checks.
- Ensure the practice environment remains safe, functional and fit for purpose.
General Duties
- Support the Practice Manager in the smooth operational running of the practice.
- Promote effective communication across clinical and administrative teams.
- Maintain strict confidentiality regarding staff and patient information.
- Ensure compliance with practice policies, NHS guidance and regulatory requirements.
- Participate in relevant training and professional development.
Job description
Job responsibilities
Key Responsibilities
HR Administration and Staff Records
- Maintain accurate and confidential staff records in line with GDPR and employment legislation.
- Manage personnel files including contracts, job descriptions, training records, DBS checks and appraisals.
- Support recruitment processes including advertising roles, arranging interviews and onboarding new staff.
- Maintain staff training records and ensure mandatory training compliance.
- Ensure HR documentation and policies are up to date.
Staff Management and Sickness Monitoring
- Monitor staff attendance and sickness in accordance with practice policies.
- Maintain sickness records and support the Practice Manager with return-to-work processes.
- Support informal staff management processes where appropriate.
- Ensure absence records and leave requests are accurately recorded.
- Escalate workforce issues to the Practice Manager as required.
Clinical Staffing Rotas
- Coordinate and maintain clinical and administrative staff rotas.
- Ensure adequate clinical cover across GP, nursing and HCA teams where appropriate.
- Manage rota changes, leave requests, and sickness cover.
- Work with clinicians and the Practice Manager to ensure rotas support safe service delivery.
Financial Claims Support
- Assist the Practice Manager in preparing and submitting practice financial claims.
- Support claims relating to enhanced services and other NHS contracts where required.
- Ensure accurate data is collected and submitted within required deadlines.
- Support reconciliation of claim data with practice records.
Clinical System Reporting (SystmOne)
- Produce regular operational and clinical reports using SystmOne.
- Support searches, audits and data extraction for clinical and contractual purposes.
- Assist with reporting requirements for performance monitoring and service delivery.
- Work with the Practice Manager to ensure data quality within the clinical system.
Building and Facilities Management
- Support oversight of the practice premises and facilities.
- Coordinate routine building maintenance and repairs.
- Liaise with contractors and service providers as required.
- Maintain records relating to premises compliance, servicing and safety checks.
- Ensure the practice environment remains safe, functional and fit for purpose.
General Duties
- Support the Practice Manager in the smooth operational running of the practice.
- Promote effective communication across clinical and administrative teams.
- Maintain strict confidentiality regarding staff and patient information.
- Ensure compliance with practice policies, NHS guidance and regulatory requirements.
- Participate in relevant training and professional development.
Person Specification
Key Skills
Desirable
- Strong organisational and operational management skills
- Attention to detail and accuracy
- Problem-solving and initiative
- Ability to work collaboratively with clinical and administrative teams
- Competence in Microsoft Office and clinical systems
Experience
Essential
- Experience in HR administration and staff record management.
- Strong organisational and administrative skills.
- Ability to manage competing priorities in a busy environment.
- Excellent communication and interpersonal skills.
- High level of confidentiality and professionalism.
Desirable
- Experience using SystmOne.
- Knowledge of GP contract, enhanced services or NHS claims processes.
- Experience supporting building or facilities management.
- Experience working in a healthcare, NHS or GP practice environment.
- Experience producing reports from clinical or operational systems.
Person Specification
Key Skills
Desirable
- Strong organisational and operational management skills
- Attention to detail and accuracy
- Problem-solving and initiative
- Ability to work collaboratively with clinical and administrative teams
- Competence in Microsoft Office and clinical systems
Experience
Essential
- Experience in HR administration and staff record management.
- Strong organisational and administrative skills.
- Ability to manage competing priorities in a busy environment.
- Excellent communication and interpersonal skills.
- High level of confidentiality and professionalism.
Desirable
- Experience using SystmOne.
- Knowledge of GP contract, enhanced services or NHS claims processes.
- Experience supporting building or facilities management.
- Experience working in a healthcare, NHS or GP practice environment.
- Experience producing reports from clinical or operational systems.
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.