Job summary
Exciting Deputy Practice Manager Opportunity
Four Elms Medical Centres and Ringland Medical Practice are seeking a highly motivated and experienced Deputy Practice Manager to join our friendly / Supportive and forward-thinking team. This post is for 5 days a week working across both our Newport and Cardiff sites.
We are a well-established, forward-thinking practice supporting a 25,000 patient list shared over three sites. One site located in the Cardiff Royal infirmary, Another in Pengam Green Cardiff and also in Ringland, Newport. All surgeries are located just off M4 corridor with excellent transport links to Cardiff centre and Bristol.
This is an excellent opportunity for either an established Deputy PM or PM looking to expand into a multi site practice and looking for a fulfilling role within a strong clinical and non-clinical MDT setting, and the chance to become a long-term member of our thriving practice at this exciting and changing time in our General Practice.
Main duties of the job
The Deputy Practice Manager will support the Practice Manager and GP
Partners in the smooth, efficient, and effective running of the practice. The
postholder will help ensure the delivery of high-quality patient services,
effective staff management, and compliance with contractual, legal, and
regulatory requirements.
This role requires a proactive and organised individual with strong
leadership, administrative, and communication skills, who can work
collaboratively to maintain and improve operational standards across the
practice.
About us
About Four Elms Medical Centres (FEMC)
Four Elms Medical Centres (FEMC) is a well-established, multi-site GP practice serving communities across Cardiff and Newport. We operate from Pengam Green Surgery, Cardiff Royal Infirmary, and Ringland Medical Practice, providing high-quality, patient-centred healthcare.
With a strong team of GPs, nurses, allied health professionals, and administrative staff, we deliver a wide range of NHS primary care services, including chronic disease management, preventative care, and minor procedures. Our focus is on innovation, service improvement, and patient well-being, ensuring we meet the needs of our diverse population.
Job description
Job responsibilities
Key Responsibilities
Operational Management
- Assist the Practice Manager in the day-to-day management of the surgery, ensuring efficient operation of all clinical and administrative systems.
- Oversee reception, administrative, and secretarial teams to ensure a professional, patient-focused service.
- Deputise for the Practice Manager during periods of absence, assuming full responsibility for operational decisions.
- Support the management of appointment systems, patient flow, and workload distribution.
- Manage Quality improvement projects and continuous improvement initiatives to improve patient experience and practice processes
Human Resources
- Support recruitment, induction, and ongoing training of administrative and clinical support staff.
- Conduct regular appraisals and manage staff performance and development.
- Handle HR queries, sickness absence, and rota management.
- Promote a positive, supportive working environment that encourages teamwork and continuous improvement.
Finance and Resource Management
- Assist with financial procedures including payroll, invoicing, petty cash, and budget monitoring.
- Responsible for submitting claims for work completed under the GMS contract
- Support procurement and stock control to ensure cost-effective use of resources and ensure value for money.
- Contribute to business planning and forecasting activities.
Compliance and Governance
- Ensure compliance with HIW standards, NHS contractual obligations, and data protection (GDPR) requirements.
- Maintain policies, protocols, and risk assessments in collaboration with the Practice Manager.
- Support clinical governance, audits, and quality improvement initiatives.
- Work with the Practice Manager to ensure health and safety compliance within the premises, ensuring statutory checks and maintenance are up to date.
Patient Services
- Handle patient feedback, complaints, and suggestions in a professional and timely manner in line with Practice policy
- Support initiatives to improve patient experience and accessibility.
- Assist in developing and maintaining the practices website, social media, and communication channels.
Information Management & Technology
- Oversee the efficient use of clinical systems (e.g. EMIS) and ensure accurate data recording.
- Support the implementation of IT upgrades, data reporting, and digital transformation projects.
Job description
Job responsibilities
Key Responsibilities
Operational Management
- Assist the Practice Manager in the day-to-day management of the surgery, ensuring efficient operation of all clinical and administrative systems.
- Oversee reception, administrative, and secretarial teams to ensure a professional, patient-focused service.
- Deputise for the Practice Manager during periods of absence, assuming full responsibility for operational decisions.
- Support the management of appointment systems, patient flow, and workload distribution.
- Manage Quality improvement projects and continuous improvement initiatives to improve patient experience and practice processes
Human Resources
- Support recruitment, induction, and ongoing training of administrative and clinical support staff.
- Conduct regular appraisals and manage staff performance and development.
- Handle HR queries, sickness absence, and rota management.
- Promote a positive, supportive working environment that encourages teamwork and continuous improvement.
Finance and Resource Management
- Assist with financial procedures including payroll, invoicing, petty cash, and budget monitoring.
- Responsible for submitting claims for work completed under the GMS contract
- Support procurement and stock control to ensure cost-effective use of resources and ensure value for money.
- Contribute to business planning and forecasting activities.
Compliance and Governance
- Ensure compliance with HIW standards, NHS contractual obligations, and data protection (GDPR) requirements.
- Maintain policies, protocols, and risk assessments in collaboration with the Practice Manager.
- Support clinical governance, audits, and quality improvement initiatives.
- Work with the Practice Manager to ensure health and safety compliance within the premises, ensuring statutory checks and maintenance are up to date.
Patient Services
- Handle patient feedback, complaints, and suggestions in a professional and timely manner in line with Practice policy
- Support initiatives to improve patient experience and accessibility.
- Assist in developing and maintaining the practices website, social media, and communication channels.
Information Management & Technology
- Oversee the efficient use of clinical systems (e.g. EMIS) and ensure accurate data recording.
- Support the implementation of IT upgrades, data reporting, and digital transformation projects.
Person Specification
Experience
Essential
- Experience working in a GP practice or NHS environment as a deputy Practice Manager or Practice Manager
- Strong organisational, problem-solving, and leadership skills
- Excellent written and verbal communication
- Ability to manage competing priorities and work under pressure
- Strong IT literacy (Microsoft Office, Excel, reporting tools)
- Commitment to patient care and confidentiality
- Ability to make decisions/recommendations based upon data
- Proactive, adaptable, and solutions-focused.
- Approachable and supportive leader.
- High level of integrity and confidentiality.
- Committed to teamwork and continuous improvement.
Desirable
- Understanding of financial controls such as achieving value for money
- Understanding of NHS contractual and HIW requirements
- Experience with HR
- Project management experience
Skills
Essential
- -Excellent leadership and communication skills ability to motivate, develop, and support staff.
- -Strong problem-solving and decision-making abilities.
- -Highly organised, proactive, and adaptable to change.
- -Ability to work under pressure and manage competing priorities effectively.
- -Strong numeracy and financial acumen.
- -Committed to patient-focused care, confidentiality, and compliance with NHS standards.
- -IT literate, with experience in Microsoft Office and clinical systems.
- -A team player with a collaborative and professional approach.
Qualifications
Essential
- -5 x GCSE, including English & Maths or equivalent.
Desirable
- -Degree or equivalent qualification in business management, healthcare management, or a related field (desirable).
- -Leadership or management qualification (e.g., ILM, CMI, or equivalent) (desirable).
- -Evidence of ongoing professional development in management, finance, or healthcare.
Person Specification
Experience
Essential
- Experience working in a GP practice or NHS environment as a deputy Practice Manager or Practice Manager
- Strong organisational, problem-solving, and leadership skills
- Excellent written and verbal communication
- Ability to manage competing priorities and work under pressure
- Strong IT literacy (Microsoft Office, Excel, reporting tools)
- Commitment to patient care and confidentiality
- Ability to make decisions/recommendations based upon data
- Proactive, adaptable, and solutions-focused.
- Approachable and supportive leader.
- High level of integrity and confidentiality.
- Committed to teamwork and continuous improvement.
Desirable
- Understanding of financial controls such as achieving value for money
- Understanding of NHS contractual and HIW requirements
- Experience with HR
- Project management experience
Skills
Essential
- -Excellent leadership and communication skills ability to motivate, develop, and support staff.
- -Strong problem-solving and decision-making abilities.
- -Highly organised, proactive, and adaptable to change.
- -Ability to work under pressure and manage competing priorities effectively.
- -Strong numeracy and financial acumen.
- -Committed to patient-focused care, confidentiality, and compliance with NHS standards.
- -IT literate, with experience in Microsoft Office and clinical systems.
- -A team player with a collaborative and professional approach.
Qualifications
Essential
- -5 x GCSE, including English & Maths or equivalent.
Desirable
- -Degree or equivalent qualification in business management, healthcare management, or a related field (desirable).
- -Leadership or management qualification (e.g., ILM, CMI, or equivalent) (desirable).
- -Evidence of ongoing professional development in management, finance, or healthcare.
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.