Deputy Practice Manager in Folkestone

Job Summary

We are an innovative 5-partner training practice with 4 salaried GPs and 2 skilled Advanced Clinic Practitioner-led nursing team.

Dr Nguyen, our clinical director, leads our Primary Care Network (PCN) and we take an active role in new initiatives.

The Deputy Practice Manager role is established to support the Practice Manager in carrying out day-to-day activities and to provide cover or advice in their absence.

The role is suitable for someone who wishes to demonstrate initiative and develop their own skills further, while supporting the Practice Manager in the day-to-day operations of the practice.

Responsibilities

• Work closely with the Reception Manager to oversee reception and administrative teams.
• Lead and manage the prescribing team, providing guidance and resolving queries.
• Act as the primary contact for IT related issues, taking initiative to troubleshoot and resolve problems efficiently.
• Support daily operational functions, ensuring all staff understand and fulfil their responsibilities.
• Participate in weekly management meetings.
• Collaborate with the wider management team and GP partners to achieve practice targets and performance goals.
• Coordinate clinician rotas, including GPs, nurses, and matrons.
• Assist with clinic management and lead on maintenance matters, reporting and escalating issues as required.
• Handle patient complaints, updating internal systems and ensuring compliance with practice policies.
• Support the Practice Manager with HR related queries, meetings, and documentation, and assist with staff onboarding.
• Contribute to staff development by supporting the management team with appraisals.
• Attend meetings with the smear team and ensure the team updates progress to Dr Hadi (QOF Lead) quarterly.
• Deputise for the Practice Manager as required.
• Assist the Practice Manager with payroll, holiday and absence leave reports.
• Provide administrative support by taking and preparing meeting minutes.
• Improve Standards across a wide range of clinical and administrative activity under the direction of the Practice Manager.
• Work closely with reception and clinical staff to ensure the smooth running of the practice and report any problems encountered.
• Convene meetings, prepare agendas and paperwork, take minutes and ensure distribution.
• Organise out‑of‑hours/meeting cover.
• Monitor compliance with health and safety legislation, providing leadership and direction for staff.
• Manage the diary for all clinicians’ holidays, meetings, and ensure incorporation into appointment schedules.
• Maintain the holiday register for non‑clinical staff.
• Organise locum or internal staff cover needed for doctors, nurses or administration teams.
• Co‑ordinate leave requests and duty rotas.
• Maintain and update the appointment system for leave/duty changes.
• Assist with production and upkeep of practice procedures manuals and toolkit.
• Deal with complex enquiries and requests from patients.
• Act as the first line of contact for patients regarding the complaints procedure and take appropriate action.
• Maintain the complaints database and significant event database.
• Identify trends and devise solutions to reduce risk and repeated occurrences of significant events.
• Arrange for contractors to carry out urgent repairs needed to the building.
• Act as the primary point of contact for NHS (E), PCN, community services, suppliers and other external stakeholders in the absence of the Practice Manager.
• Deputise and liaise with the Systems Manager in the absence of the Practice Manager.
• Implement and lead on the full range of promotion and management of health, safety and security as defined in the practice policies.
• Ensure adherence to infection control and health and safety statutory and best practice guidelines.
• Produce performance and quality information to support performance standards across QOF, enhanced services, etc.
• Assist in the production of information for clinical audit and undertake ad‑hoc work related to the practice’s performance.
• Improve data quality within the clinical computer system, leveraging expertise of other data staff.
• Support equality, diversity and rights of patients, carers and colleagues, respecting privacy and dignity.
• Participate in any training programme implemented by the practice and take responsibility for own development.
• Maintain quality within the practice and alert team members to issues of quality and risk.
• Assess own performance and take accountability for own actions under supervision.
• Contribute to the effectiveness of the team by reflecting on activities and suggesting improvements.
• Work effectively with individuals in other agencies to meet patients’ needs.
• Manage own time, workload and resources effectively.
• Communicate effectively with other team members, patients and carers.
• Recognise needs for alternative communication methods and respond accordingly.
• Apply practice policies, standards and guidance and participate in audit where appropriate.

Qualifications

• Strong decision maker.
• Ability to lead a team.
• Work collaboratively with internal and external stakeholders.
• Strong written communication skills.
• Ability to learn and troubleshoot IT problems.
• Previous experience of working in GP practice.
• Knowledge of EMIS, Anima, Docman and other practice software.
• Certificate or Diploma in Primary Care and Health Management.
• Awareness of CQC requirements.
• Knowledge of health and safety legislation.
• Knowledge of human resources law.
• Financial acumen.

Desirable

• Experience of working in primary care.
• Experience of working in a GP practice.
• Knowledge of EMIS, Anima, Docman and other practice software.
• Certificate or Diploma in Primary Care and Health Management.
• Awareness of CQC requirements.
• Knowledge of health and safety legislation.
• Knowledge of human resources law.
• Financial acumen.
• Additional Information

Salary is circa £16‑£19 per hour but is negotiable based upon experience.

Planned start date: November 2026.

#J-18808-Ljbffr