Deputy Practice Manager
The role is permanent, 34 hours per week, with salary dependent on experience.
Job Summary
To manage, support and oversee the daily operations and administrative functions of the surgery, ensuring all activities are carried out efficiently and effectively. This includes staff management, recruitment, training, financial and performance management, and collaboration with the Practice Manager, clinical team, and clerical staff to identify areas for improvement and implement changes to ensure the highest standard of patient care.
Main Duties
- Maintain personnel records, including DBS checks, absenteeism, and training records.
- Implement mandatory and personal development training, support induction training for new staff and recruitment.
- Monitor skill‑mix, deployment of staff, and develop appraisal and monitoring systems.
- Keep abreast of changes in employment legislation and maintain up‑to‑date HR documentation.
- Develop and promote future practice development ideas and identify potential threats and opportunities.
- Monitor and evaluate team performance against objectives, identify and manage change.
- Maintain effective communication within the Practice and with external agencies.
- Manage practice budgets, maximise income, understand financial implications of contracts, and manage bank accounts and accounts payable.
- Prepare regular cash‑flow forecasts, manage PAYE, pension contributions, and petty‑cash systems.
- Maintain practice policy register, ensure premises are safe and secure, and manage procurement within target budgets.
- Audit and maintain confidentiality of information, support staff IT training, and maintain data security and disaster recovery plans.
- Support complaints management, service development, and ensure compliance with NHS contractual obligations.
- Record and monitor significant events and implement actions where necessary.
- Ensure staff maintain disease registers and participate in quality audits with the ICB.
- Support staff in the use of the clinical system and maintain data quality guidelines.
- Participate in and manage professional development programmes and individual performance reviews.
- Strive to maintain quality, recognise issues of risk, and reflect on team activities for improvement.
- Communicate effectively with team members, patients, and carers, and adapt communication methods as required.
- Apply practice policies, discuss policy impacts with team members, and participate in audits.
- Adhere to confidentiality, health & safety, and equality & diversity requirements.
Qualifications
- Essential: GCSE Mathematics grade C or above (or equivalent); GCSE English grade C or above (or equivalent).
- Desirable: Professional management qualification; Finance qualification/training.
Experience
- Essential: Practical experience managing health & safety; knowledge of budgeting, forecasting, and financial reporting; detailed understanding of HR management principles and employment legislation.
- Desirable: Experience of change management, payroll processes, supplier payments; understanding of NHS funding mechanisms and GP contract finances; experience with accounting software and Microsoft Excel; understanding of the GMS/PMS contract competency framework.
Skills
- Essential: Excellent written and oral communication; IT skills; time management and deadline orientation; negotiation and conflict management; problem‑solving; interpersonal skills.
- Desirable: Knowledge of SystmOne.
Behavioural Attributes
- Smart, polite and confident; planning and organising; performing under pressure; adaptability; initiative; teamwork; self‑motivation; flexibility; confidentiality.
Additional
The post requires a Disclosure and Barring Service check under the Rehabilitation of Offenders Act (Exceptions Order) 1975.
