The Barkantine Practice

Deputy Practice Manager - Patient Service

The closing date is 31 October 2025

Job summary

An exciting opportunity has become available for an ambitious hard-working individual to join our friendly practice team as a Deputy Practice Manager - Patient Services, this post is a key part of the senior leadership team (SLT).

The successful applicant will have good day to day operational and supervisory experience and be hungry to develop these skills further; at the same time we seek an individual who can see beyond the traditional. Whilst holding day to day operational accountability for specific operational and service delivery requirements we expect this role to offer a high level of personal development.

The post 37.5 hours over 5 days, Monday to Friday.

Main duties of the job

To manage the reception department, thereby assisting with the smooth running of the practice.

To lead the Patient Adviser team, ensuring an efficient and professional manner is maintained.

Managing clinical rota and ensure that the clinical session structure is aligned to clinical requirements

To provide a focal point of communication between patients, doctors and other medical staff.

To act as a role model, demonstrating and promoting the standards expected by the practice and creating the energy and enthusiasm for the service.

To liaise with and assist the Practice Manager as and when required.

About us

The Barkantine Practice is a young and fast-growing NHS practice close to Canary Wharf on the Isle of Dogs, in the London Borough of Tower Hamlets. We look after 27,700 patients, run PCN enhanced access clinics for the local 8 GP practices, and we also run same day access hub for the 111 service.

We have a firm commitment to quality improvements and have made strides towards the Modern GP Access model over the past few months. The Practice is keen that members of the SLT embrace this focus on improvements and increasing patient satisfaction.

We are committed to personal development and supporting colleagues to take on new responsibilities to support progression.

Date posted

23 October 2025

Pay scheme

Other

Salary

£36,000 to £38,000 a year

Contract

Permanent

Working pattern

Full-time

Reference number

A2743-25-0002

Job locations

Barkantine Clinic

121 Westferry Road

London

E14 8JH

Job description

Job responsibilities

Supervisory & Management Tasks

Responsible for managing the Patient Adviser team, including rotas and holiday planning.

Co-ordinate staff to ensure all tasks are completed on a daily basis to include, but not limited to, Visits/ Appointment management, issuing of Scripts, Mail Manager, CMS, workflow.

Act as a role model to reception staff, supporting, motivating and promoting good staff relations.

Ensure all Practice Protocols and Standard Operating Procedures are understood and adhered to.

Ensure all staff are aware of the disciplinary and grievance procedure and have an understanding of health & safety.

Ensure staff have development objectives and support them in achieving these.

Assess training needs within the reception area with a view to preparing individual Personal Development Plans for reception staff.

Monitor staff attendance, sickness absence, annual leave and daily rotas.

Undertake the return-to-work interviews, notifying management of any anomalies.

Oversee, with the senior Patient advisers, team performance; be accountable for disciplinary matters, speak to reception staff when appropriate, and notify them of any action. Accurately document all incidents and outcomes, ensuring that the Practice Manager is kept informed.

Assist with the appropriate recruitment and selection procedure for Patient Adviser roles.

Arrange induction training of all new staff to agreed standards and ongoing review, implement buddy system with senior patient Advisers.

Assist with and minimise potential problems that may lead to complaints.

Coordinate and facilitate staff meetings.

Co-ordinate I.T. system issues, contact with helpdesk etc.

Set up and continually assess and evaluate systems, recommending changes and improvements to the practice manager as appropriate.

Ensure communication systems are running smoothly; doctors and reception staff are kept fully informed of changes in procedures.

Appointment system Supervise the correct use of the computerised appointment system.

Managing clinical rota and ensure that the clinical session structure is aligned to clinical requirements

Ensure all correspondence and tasks are dealt with if a HCP/GP is on leave or absent

Order stationery as required to include prescription paper and GP10 pads, ensuring that these are logged upon delivery and GP10 pads logged out to a GP.

Ensure that patient paper files are filed correctly and kept neat and tidy.

Contribute to Patient engagement initiatives.

Co-ordinate room usage for Clinical and visiting staff

Registration procedure - ensure that procedure is kept up-to-date and understood by reception staff and that it is carried out effectively and efficiently.

Home Visits take overall responsibility for ensuring that home visit requests are correctly managed.

Oversee and delegate daily tasks e.g. chasing missing test results and notes, unusual queries, following through patient queries, registration difficulties, saying No nicely, etc.

Provide hands on support to all reception staff and carry out any of the duties of a BGP Receptionist as detailed below:

Reception Desk: greeting of patients, dealing with their enquiries in a courteous and polite manner. Giving out previously prepared repeat prescriptions, making appointments and booking patients in for surgeries and clinics.