Deputy Practice Manager

Job description

Job responsibilities

Job Description for Deputy Practice Manager

REPORTS TO: PRACTICE MANAGER

HOURS: As per contract

Job Summary:

The Deputy Practice Manager will play a key role in supporting the Practice Manager and GP Partners in the efficient, effective, and safe running of the practice. This role is central to ensuring that our administrative, HR, and operational systems work smoothly so that the practice team can deliver high-quality care to patients. The post holder will take responsibility for a wide range of duties including HR administration, staff support, compliance, and performance monitoring, as well as deputising for the Practice Manager when required.

This is a varied and rewarding role that requires strong organisational skills, leadership, and the ability to work collaboratively across the practice team.

Key Responsibilities Deputising & Leadership

• Deputise for the Practice Manager in their absence.
• Support the Practice Manager in leading, motivating, and developing the team.
• Contribute to staff engagement and wellbeing initiatives, supporting a positive, inclusive

Practice Operations & Compliance

• Help ensure the smooth day-to-day running of the practice.
• Support the Practice Manager in ensuring compliance with CQC standards, preparing for inspections, and updating policies and procedures.
• Completing enhanced services and associated claims to include CQRS, Public Health, etc.
• Oversee QOF and IIF targets, including audits, and data validation to ensure continued high achievement.
• Support the Practice Manager in handling and managing patient complaints in line with NHS guidance and practice policy.
• Contribute to change management as NHS and PCN requirements evolve.
• Keep the Practice Manager informed of any matters arising or problems / potential problems.
• Produce GP rotas and book Locum GPs as required.
• All other duties as requested or required.

HR Administration

• Maintain accurate and up-to-date staff records and HR files.
• Support recruitment, onboarding, induction of new staff.
• Assist with annual staff appraisals and performance reviews.
• Ensure compliance with employment legislation and HR best practice.
• Support staff wellbeing and development.
• Assist in disciplinary meetings alongside the Practice Manager when required.

Digital & IT Systems

• In the absence of the Office manager report faults with the computer or phone system to suppliers and monitor progress.
• Support the implementation and development of digital tools and systems to improve efficiency and patient access.

Staff & Team Development

• Support internal meetings, training sessions, and as required.
• Contribute to staff engagement and wellbeing initiatives, supporting a positive, inclusive workplace culture.

Patient Engagement & Communication

• Ensure effective communication with patients, carers, and staff.
• Work with the Patient Participation Group and other forums to strengthen patient feedback and engagement.
• Communicate effectively with the wider primary care network team, including pharmacists, community teams, and allied professionals.

Safeguarding & Governance

• Ensure all staff understand safeguarding responsibilities.
• Support & maintain security of data at all times.
• Support practice-wide initiatives on infection control and health and safety.

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
• In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health and 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 and the Practice Infection Control Policy. This will include but will not be limited to:

• Using personal security systems within the workplace according to the Practice guidelines.
• Assist in ensuring job holders across the Practice adhere to their individual responsibilities for Infection Control and Health and Safety, using a system of observation, audit and check. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Maintain an up-to-date knowledge of Health and Safety and Infection Control Statutory and best practice guidelines and ensure implementation across the Practice.
• Making effective use of training to update knowledge and skills, and initiate and manage the training of others.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Actively identifying, reporting, and correction of Health and Safety hazards and Infection hazards immediately when identified.
• Assist in the induction of new staff.
• Undertake regular Infection Control training.
• Routine management of own team / team areas, and maintenance of work space standards.
• Demonstrate due regard for Safeguarding and Promoting the welfare of children.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and /or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities of other who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the Practice and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members.

• Communicate effectively with patients and carers.
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of Services:

• Apply Practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audits where appropriate.
• Any other duties as required by the Practice Manager, Doctors and Practice Nurses.

Person Specification

Experience

Essential

• Experience of managing multidisciplinary teams
• Experience of working with the general public
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects
• Understanding of Health and Safety requirements
• HR understanding and experience

Desirable

• Experience of working in a healthcare setting
• NHS or general practice experience
• Experience of health and safety requirements and needs within a small business
• Experience of chairing meetings, producing agendas and minutes

Other Requirements

Essential

• Disclosure Barring Service (DBS) check
• Occupational Health clearance
• Full UK driving licence

Desirable

• Flexibility to work outside core office hours

Knowledge and Skills

Essential

• Excellent communication skills (written, oral and presenting)
• Proven leadership skills
• Competent in the use of MS Office and Outlook
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• Ability to use own initiative, discretion, and sensitivity
• Ability to get along with people from all backgrounds and communities, respecting lifestyles and diversity
• Ability to work as a team member and autonomously
• Sensitive and empathetic in distressing situations
• Ability to exploit and negotiate opportunities to enhance service delivery
• Strategic thinker and negotiator with a solutions-focused approach
• Effective time management (planning and organising)
• Good organisational skills
• Ability to effectively utilise resources
• Punctual and committed to supporting the team effort
• High levels of integrity and loyalty
• Ability to network and build relationships
• Flexible, cooperative and motivated
• Confident, assertive and resilient
• Ability to drive and deliver change effectively
• Ability to use initiative and judgement
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team-building sessions
• Understanding of safeguarding adults and children
• Demonstrate personal accountability, emotional resilience and the ability to work well under pressure
• Ability to implement and embed policies and procedures

Desirable

• Clinical system IT user skills

Qualifications

Essential

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English

Desirable

• Associate Member of IGPM in view of becoming a full member - MIGPM
• AMSPAR qualification - L5 in Primary Care and Health Management
• Leadership and/or management qualification

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.

Employer details

Employer name

Chacewater and Devoran Surgeries

Address

The Health Centre

Chacewater

Truro

Cornwall

TR4 8QS

Employer's website

https://www.chacewatersurgery.co.uk/ (Opens in a new tab)