Deputy Practice Manager - St Paul's Clinic

Job description

Job responsibilities

Responsible to: Practice Manager

Hours: Part-time (flexible working considered)

Location: GP Practice (Primary Care)

Job Purpose

The Operations Manager plays a key role in the smooth day-to-day running of the practice. Working closely with the Practice Manager and clinical team, the post-holder will oversee front-of-house operations, staff rotas, HR processes, and facilities management to ensure safe, efficient, and high-quality service delivery.

This role requires excellent organisational skills, attention to detail, and the ability to manage people and processes in a fast-paced environment. The Operations Manager will act as the main point of contact for reception and administrative teams, ensuring that patient access, communication, and service quality are maintained to a consistently high standard.

Key Responsibilities

Staff Management and HR

Supervise and support the reception and administrative teams, promoting a positive, professional, and efficient working culture.

• Manage staff rotas, annual leave, and sickness cover to maintain operational continuity.

• Lead by example in handling patient queries, complaints, and challenging interactions.

• Support recruitment, induction, and probationary reviews for new staff.

• Maintain up-to-date HR documentation including contracts, training, appraisals, and absence records.

• Support the Practice Manager with employee relations, performance management, and informal HR matters.

• Coordinate mandatory and role-specific training, maintaining accurate compliance logs.

Operational Management

• Oversee the day-to-day running of the practice, ensuring reception, telephony, and clinic operations run smoothly.

• Oversee the day-to-day running of the practice, ensuring reception, telephony, and clinic operations run smoothly.

• Liaise with clinical staff to coordinate appointment rotas, room allocations, and daily schedules.

• Support the delivery of high-quality patient services, ensuring all staff uphold the values of dignity, respect, and confidentiality.

• Monitor and review administrative workflows to improve efficiency and patient access.

• Assist in the development and implementation of practice policies and standard operating procedures.

• Contribute to audits, reporting, and the ongoing improvement of practice systems.

Facilities and Health & Safety

• Oversee building maintenance, cleaning, and security arrangements.

• Ensure that statutory health and safety checks, fire safety records, and risk assessments are completed and reviewed.

• Act as a liaison point for contractors, suppliers, and service engineers.

• Escalate premises or compliance issues to the Practice Manager as required.

Leadership and Communication

• Serve as a visible and supportive presence across the practice.

• Communicate effectively with staff, clinicians, and management to ensure smooth coordination of services.

• Participate in staff meetings, contributing ideas to improve workflow and patient experience.

• Model professionalism, integrity, and accountability in all aspects of the role.

Person Specification (Summary)

• Strong background in administration or operations, ideally within a healthcare or customer-focused setting.

• Experience supervising staff and managing rotas.

• Excellent communication and organisational skills.

• Ability to handle sensitive issues with discretion and professionalism.

• Practical problem-solver with a calm and structured approach.

Person Specification

Experience

Essential

• Managing staff
• Dealing with challenging situations
• Rota/room management

Desirable

• Experience in primary care

Qualifications

Essential

• Educated to A-Level standard or equivalent experience.
• Evidence of continued professional development relevant to management or administration.

Desirable

• HR training and experience

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

GP Practice in Wales

Address

St. Pauls Clinic

Palmyra Place

Newport

Gwent

NP20 4EJ

Employer's website

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