Assistant Practice Manager

Job description

Job responsibilities

JOB DESCRIPTION

JOB TITLE: ASSISTANT PRACTICE MANAGER

REPORTS TO: PRACTICE MANAGER

HOURS: Full Time

Job Summary

To ensure the smooth, efficient, and compliant running of the surgery by overseeing administrative operations, supporting staff, maintaining high standards of patient service, and ensuring the practice meets all regulatory, contractual, and organisational requirements.

Key Responsibilities

Operational & Administrative Management

Assist day to day practice operations and promote a positive working environment

Line manage administrative staff, including rotas, performance, and training

Assist with patient experience, complaints handling, and communication

Ensure compliance, governance and regulatory standards are continuous met with NHS, CQC, ICB, GDPR, PH, ME

Support recruitment, induction, and HR processes

Maintain effective communication channels across the practice

Manage practice inboxes, correspondence, and administrative systems

Maintain and troubleshoot IT systems, SystmOne, Lexacom, Surgery Connect, Accurx

Support with estates issues and protocols, alarms and security, ensuring H&S compliance

Support with initiatives to address patients health inequalities and accessibility

Coordinate multidisciplinary team meetings

Support staff management, including recruitment, induction, training, appraisals, leave

Maintain, monitor and review Clarity Teamnet and DSP Toolkit

Contribute to initiatives such as vaccination programmes, audits and service development to improve quality and patient care

Finance & Business Management

Assist with financial processes including invoicing, planning, budgeting, and monitoring expenditure

Oversee claims processes (QOF, PCF, IIF, enhanced services and PH contracts)

Support payroll processes and liaise with accountants where required

Contribute to business continuity planning and risk management

Digital, Data & Quality Improvement

Lead on SystmOne clinical system optimisation

Support the management of document workflows, eRS worklists, referrals and PCN communication

Ensure accurate coding, QOF, summarising, and data quality

Produce reports for QOF, audits, PCN requirements and performance monitoring

Support patient digital online access and patient communication tools

Participate in quality improvement initiatives and service redesign

Patient Services

Ensure a high standard of patient care and satisfaction

Coordinate patient access to systems, including telephony and online services

Promote a positive, respectful and patient centred culture

Compliance and Governance

Maintain and update practice policies, protocols and standard operating procedures

Support preparation for CQC inspections and ensure ongoing compliance

Oversee Information Governance, data protection and confidentiality standards

Maintain accurate records for safeguarding, health and safety and risk management

PCN & External Liaison

Act as a point of contact for the PCN, ICB, community services and external partners

Support delivery of PCN DES requirements

Coordinate collaborative projects

Governance & Professional Standards

Maintain confidentiality in line with Data Protection and Caldicott principles

Follow all Health & Safety, Infection Control, and security procedures

Promote equality, fairness, and inclusive service delivery

Participate in training, personal development, and quality improvement activities

Communicate effectively with patients, colleagues, and external partners

Contribute to audits, service implementation, and continuous improvement

Person Specification

Knowledge and Skills

Essential

• Strong written and verbal communication
• Excellent understanding of GP practice operations and NHS primary care
• Strong IT skills (Microsoft Office, data handling, reporting)
• Ability to analyse data and produce reports
• Knowledge of confidentiality, GDPR and information governance
• Understanding CQC requirements and compliance
• Knowledge of QOF, IIF, ES, PCN, ME and safeguarding

Desirable

• Strategic, solutions focused mindset
• Effective resource use; strong analytical and problem solving skills
• Ability to improve processes and support service development

Experience

Essential

• Extensive experience working in a GP practice
• Supervising or line managing staff
• Experience with patient facing services and resolving complex queries
• Experience with telephony and clinical systems (SystmOne, AccuRx, Abtrace)
• Managing rotas, workflow, or operational processes
• Staff appraisal and development
• Experience supporting QOF, ES and audits

Desirable

• HR processes - recruitment, appraisals, sickness management
• Finance, payroll, or practice accounts

Personal Requirements

Essential

• Commit to an enhanced DBS check
• UK driving licence and car driver/owner
• Flexibility to work occasional extended hours to meet service needs
• Willingness to undertake further training and development
• Commitment to equality, diversity and inclusive practice

Qualifications

Essential

• Educated to A-Level or equivalent experience
• NHS Primary Care specific training Administration, Coaching, Mentoring, Medical Terminology, Read Coding, Summarising, Practice Management

Desirable

• Leadership or management qualification
• Qualification in healthcare administration

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

Fishermead Medical Centre

Address

Fishermead Medical Centre

Fishermead Boulevard

Fishermead

Milton Keynes

MK6 2LR

Employer's website

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