Woodhouse Health Centre

Assistant Practice Manager

The closing date is 31 May 2025

Job summary

We currently have an open vacancy for an Assistant Practice Manager at our 12,000 patient practice in a longstanding friendly practice. This role is to provide support to the Practice Manager, GP's, clinicians and the wider practice team and includes the responsibilities of the day to day running of the practice, providing leadership and guidance to practice staff, HR management, complaints and general management duties.

Main duties of the job

Supporting the Practice Manager in the day to day operations of the practice.
Providing leadership and guidance to staff.
HR including recruitment, set up of new staff and removal of leavers & staff training.
Oversee recruitment processes and staff inductions.
Maintain the significant event database, providing advice to staff and briefing the team at meetings as required.
Support the Practice Manager in the reviewing and updating of practice policies and procedures.
Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level if required.
Liaise with relevant staff within the PCN & locality to share learning & achieve objectives.
Building management and ordering of stock.
Attending and contributing to practice meetings.
Maintain and distribute practice communications.
Undertake additional training in order to provide such services as required.
To ensure confidentiality at all times when dealing with staff and patient data and information.
This list is non exhaustive and other duties and responsibilities are required as part of the job role.

About us

We are a large busy GP Practice in the South East of Sheffield with a population of 12,000 patients. We have a large longstanding team of 6 Partner GP's, 3 salaried GP's and a large extended team. We run an extended access in the evenings and weekends and also the Township 2 PCN occupies our building.

Date posted

08 May 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A3994-25-0002

Job locations

Woodhouse Health Centre

5-9 Skelton Lane

Woodhouse

Sheffield

S13 7LY

Job description

Job responsibilities

The following are the core responsibilities of the Assistant Practice Manager. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The Assistant Practice Manager is responsible for:

a. Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities

b. Providing leadership and guidance to all staff ensuring that they adhere to policy and procedure at all times

c. Overseeing the administrative elements of QOF, liaising with GPs, nursing staff and administrators

d. Implementing systems to ensure compliance with CQC regulations and standards

e. Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed

f. Acting as the lead for recruitment including pre-employment checks and DBS

g. Evaluating, organising and overseeing the staff induction programme

h. Implementing and embedding an effective staff appraisal process

i. Implementing and embedding an effective practice and staff development plan for all staff (administrative) whilst maintaining a robust training record

j. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare

k. Actively encouraging and promoting the use of patient online services

l. Guiding staff and developing searches and audits on the clinical system

m. Managing contracts for and highlighting issues with services i.e., cleaning, gardening, window cleaning etc.

n. Ensuring the staff implement the practice wide approach to the management of all patient services matters.

o. Managing the Child Protection list to monitor families, and attend meetings with the lead safeguarding GP and other services to review their circumstances.

p. Arranging trainee GP starters to have their introduction and create a starter pack, adding them to systems

In addition to the primary responsibilities, the Assistant Practice Manager may be requested to:

a. Deputise for the Practice Manager

b. Lead the management of the Patient Participation Group

c. Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level

d. Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required

e. Monitor and disseminate information on safety alerts and other pertinent information

f. Support the overall practice clinical governance framework, submitting reports for OQF, enhanced services and other reporting requirements

g. Guide the team to reach QOF targets (supported by the nursing and administrative leads)

h. Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas

i. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required

j. Identify trends and devise solutions to reduce risk and repeated occurrences of significant events

k. Develop, implement and embed the practice audit programme (in conjunction with the lead nurse)

l. Support the Practice Manager in the reviewing and updating of practice policies and procedures

m. Support the practice and management team with continuous improvement and change initiatives