Job summary
The Dove Medical Practice is looking for an organised and proactive Assistant Practice Manager to join our management team.
We are a busy GP practice serving approximately 9,500 patients and are seeking an experienced individual who can support the Practice Manager in the effective running and continued development of the surgery.
This is an excellent opportunity for someone with strong organisational, operational and management skills who enjoys a varied role and is confident taking ownership of delegated responsibilities.
The successful candidate will work closely with the Practice Manager, GP Partners and wider multidisciplinary team to ensure the practice operates efficiently, maintains high standards of patient care and meets its contractual and regulatory obligations.
Previous experience working in NHS primary care is preferred but not essential. We welcome applications from candidates with relevant transferable management experience who demonstrate the skills and ability to succeed in a busy healthcare environment..
Main duties of the job
The Assistant Practice Manager will support the Practice Manager in overseeing the operational, administrative and organisational functions of the surgery.
Key responsibilities include:
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Supporting the day-to-day operational running of the practice.
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Coordinating administrative workloads, processes and service delivery.
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Supporting staff rotas, annual leave, sickness absence and workforce availability within delegated areas.
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Assisting with recruitment, induction, training and HR administration as required.
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Monitoring patient access, appointment availability, care navigation and service performance.
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Coordinating GP, ANP, paramedic and other clinical staffing rotas, including locum arrangements.
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Supporting CQC compliance, practice policies, health and safety and information governance.
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Overseeing administrative processes, including workflow, referrals, prescribing administration and clinical correspondence.
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Supporting QOF performance, enhanced services, contractual reporting and data quality.
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Assisting with complaints, significant events and service improvement activities.
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Supporting EMIS Web, IT systems and digital transformation.
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Providing operational management cover during the Practice Manager's absence, within agreed delegated responsibilities.
About us
The Dove Medical Practice is an established GP surgery in Birmingham, providing primary medical services to approximately 9,500 registered patients.
Our multidisciplinary team includes GPs, Advanced Nurse Practitioners, Paramedics, Nurses and a dedicated reception and administration team.
We are committed to providing accessible, high-quality patient care and continuously improving the services we offer.
Job description
Job responsibilities
Operational Management
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Support the effective daily operation of the surgery.
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Identify and resolve operational issues, escalating significant concerns appropriately.
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Monitor operational staffing requirements and coordinate appropriate cover.
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Assist with appointment systems, patient access arrangements and clinical capacity.
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Support the implementation and review of operational policies and procedures.
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Monitor administrative workloads, backlogs and service standards.
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Coordinate clinical meetings, room allocation and practice activities.
Human Resources and Workforce Administration
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Support workforce planning and staffing arrangements within delegated areas.
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Assist with sickness absence administration, return-to-work documentation and annual leave coordination as required.
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Support recruitment, induction and training arrangements.
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Maintain accurate staff records and monitor mandatory training compliance.
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Assist the Practice Manager with HR processes and documentation where required.
Quality, Governance and Compliance
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Support the maintenance of CQC compliance and operational readiness.
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Monitor mandatory training, policy reviews and compliance requirements.
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Assist with the investigation and resolution of patient complaints.
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Support significant event reviews, incident reporting and associated learning.
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Contribute to risk assessments, health and safety and business continuity arrangements.
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Promote confidentiality, information governance and appropriate handling of patient information.
Performance and Contractual Delivery
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Monitor operational performance against practice objectives.
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Support QOF achievement, recall systems and data quality.
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Coordinate the administrative delivery of enhanced services.
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Assist with contractual claims, reporting and submissions.
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Identify opportunities to improve efficiency, patient access and practice income.
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Prepare operational reports and updates for the Practice Manager.
IT and Service Improvement
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Support the effective use of EMIS Web and associated practice systems.
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Assist with the implementation of new digital systems and technologies.
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Support staff training and adoption of new systems.
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Participate in service improvement projects and practice development.
Management Support
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Support the Practice Manager with the effective delivery of practice objectives.
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Take ownership of delegated operational and administrative responsibilities.
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Coordinate activities across teams to support effective service delivery.
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Escalate significant financial, contractual, clinical or employment matters to the Practice Manager or appropriate GP Partner.
The duties outlined are not exhaustive and may evolve in response to the needs of the practice.
Person Specification
Experience
Essential
- Experience in a supervisory, team leader, senior administrative or management role.
- Experience coordinating staff rotas, workloads and competing operational priorities.
- Understanding of HR processes, including sickness absence, recruitment and staff development.
- Strong IT skills and confidence using administrative systems.
- Experience working in a busy, customer-facing or service-driven environment.
Desirable
- Previous experience working within NHS primary care, particularly general practice.
- Previous experience as an Assistant Practice Manager, Operations Manager or GP Practice Manager.
- Experience using EMIS Web.
- Knowledge of CQC requirements and NHS primary care contracts.
- Understanding of QOF, enhanced services and NHS reporting.
- Experience of clinical rotas, workforce planning and appointment systems.
- Experience of complaints handling and significant event processes.
- Relevant management qualification or training.
- Knowledge of NHS information governance and data protection requirements.
Skills and Attributes
Essential
- Excellent organisational and time-management skills.
- Ability to work independently and use initiative.
- Strong interpersonal and communication skills.
- Ability to manage challenging situations professionally.
- Ability to prioritise and work effectively under pressure.
- Excellent attention to detail.
- Proactive approach to problem-solving and service improvement.
- Ability to maintain confidentiality and exercise sound judgement.
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
Dove Medical Practice
Address
60 Dovedale Road
Erdington
Birmingham
West Midlands
B23 5DD
United Kingdom
Employer's website
https://www.dovesurgery.co.uk/ (Opens in a new tab)
Assistant Practice Manager in Birmingham employer: Dove Medical Practice
The Dove Medical Practice is an exceptional employer, offering a supportive and flexible work environment for our Salaried GPs. With a focus on professional development and a collaborative team culture, we provide opportunities for growth in areas such as Minor Surgery and Joint Injections. Located in a vibrant community, our practice ensures that you can balance your career with a fulfilling personal life while making a meaningful impact on patient care.
