Assistant Practice Manager

Posting date:	08 July 2025
Salary:	£29,000 to £34,500 per year
Additional salary information:	£29000 - £34500 a year
Hours:	Full time
Closing date:	29 July 2025
Location:	Scunthorpe, DN15 9TA
Company:	NHS Jobs
Job type:	Permanent
Job reference:	A0601-25-0007

Summary

Winterton Medical Practice Job Description Job Title: Assistant Practice Manager Reports to: Practice Manager Management Assisting the Practice Manager in the day to day running of the practice undertaking duties as necessary. Responsibility for the smooth running of the practice in the Practice Managers absence including dealing with staffing and IT Issues. Dispensary Management Line Management of the Dispensary Supervisor and oversight of her role and responsibilities specifically around: To oversee the review of SOPS and ensure that all staff keep up to date with the correct processes Investigate any issues raised by the dispensary supervisor regarding the CD Register. managing the risks associated with dealing with cytotoxic drugs Arrange and chair dispensing meetings and follow up on actions. Oversee and deal with any issues associated with the adjoining pharmacy Line Manager responsibility for the dispensing team with support of the dispensary supervisor, dealing with all HR related matters as well as completion of annual appraisals and competency checks. Follow up on PDP identified. Manage staff sickness cover when necessary and maintain sickness records. Undertake return to work interviews following staff sickness with support of the dispensary supervisor. Reception, Admin, Secretarial & Cleaning Team Management Line Management of the Reception Supervisor and oversight of her role and responsibilities specifically around: Managing staff sickness cover when necessary and maintain sickness records. Undertake return to work interviews following staff sickness for the reception, administration. secretarial and Cleaning Team Line Manager responsibility for the reception, admin, secretarial and cleaning team with support of the reception supervisor, dealing with all HR related matters as well as completion of annual appraisals. Follow up on PDP identified. Check staff time sheets and calculate for the practice manager with the support of the reception supervisor. Organise and chair departmental meetings with the support of the reception supervisor and follow up on actions. Nursing Team Management (Practice Nurse, HCA, CVD Care Coordinator, TNA and NA) Responsibility for the nursing team, dealing with all HR related matters Manage staff sickness cover when necessary and maintain sickness records. Undertake return to work interviews following staff sickness. Arrange appraisals for nursing team with GPs or peer reviews with colleagues. Follow up on PDP identified. Attend Nurse Team Meeting and follow up on actions as required. Oversight of the nurse team rota, prepared by the practice nurse, ensuring compliance Oversight of the nursing team stock management/reordering system, ensuring stock levels are maintained and rotated. Ad hoc Management/Admin Duties Set up staff files for new members of staff and complete staff filing. Participate/organise recruitment for departments where line management responsibilities are held. Involvement with interviews for departments where line management responsibilities are held. Organise and develop timetable for any work experience undertaken at the practice and provide support as required. Management of Patient Participation groups (face to face & virtual), ensuring relevant information is distributed as needed. Attendance at PPG meetings and ensure minutes are taken. Ensure that as directed by the Practice Manager that all follow up action from the PPG meetings is completed with the support of the reception supervisor. Undertake Audit as necessary in relation to the requirements of the practice. Oversight of the practice induction process for the Hyms Students (Years 3, 4 & 5) as undertaken by the reception supervisor Liaise with Ongo Recruitment regarding practice apprentices and participate in review meetings with Ongo and apprentice to monitor performance. Monitor practice private fees list and research/update annually Complaints & Significant Events Management Act as the practice Complaints & Significant Event Administrative Lead for the practice Liaise with all patients and family members regarding any complaints raised. Investigate all complaints raised by patients, liaising with staff members involved and the GP complaints lead/Practice Manager. Draft complaint response for sign off by the GP Complaints Lead or GP Partner. Attend any complaints meetings with the patient alongside the GP Complaints lead/GP Partner and document meeting minutes. Maintain Complaint Log and complete the annual K041b submission Investigate all significant events in the practice, liaising with staff involved as necessary and detail outcome and implement any changes needed as a result of the investigation liaising with the practice manager as required. Identify events that are to be discussed at a clinical meeting. Ensure all significant events are summarised for discussion/distribution at practice clinical meetings. Ensure full documentation is maintained for audit purposes on the significant event summary sheet. Log significant event issues onto ICB portal for investigation Policies & Procedures (Health&Safety, Fire Safety & Employment Law) Ensure the day to day running of the practice adheres to current employment, health & Safety and fire safety legislation procedures. Legionella compliance records checked and kept up to date. Communicate Policies & Procedures to practice staff. Participate in practice risk assessments alongside the Work Nest Health & Safety representative, identifying and prioritising risks and taking any necessary steps to ensure any possible risks are dealt with and the risk removed or managed. Keep up to date records on risk assessments undertaken in partnership with the Health & Safety Support representative. Manage the updates of Health & Safety, COSHH, Fire Safety and Employment Law Policies and Procedures and arrange staff training where necessary. Arrange six monthly testing of the practice fire procedure including an evacuation of the practice at both Winterton & Burton Sites. Document staff in attendance and identify any issues during the planned evacuation. Manage and coordinate the annual review of all practice policies, distributing to responsible staff for review as necessary. Update policies in G Drive and Practice Index and maintain Protocol review spreadsheet. Manage compliance with Patient Group Directions (PGDs) ensuring up to date directions are available, shared and accessible to the nursing team. Ensure all copies are fully signed. Information Governance (GDPR) Ensure the practice adheres to legislation in relation to Information Governance and the General Data Protection Regulation (GDPR) Undertake Data Impact Assessments as necessary in line with GDPR. Maintain the Practice Asset Register Investigate and liaise with the practice data protection officer as needed regarding any reported data protection breaches. Report to the ICO where necessary regarding any reportable data breaches following agreement with the DPO, Practice Manager and GP IG Lead. Act as SIRO (Senior Information Risk Officer) for the practice. Buildings/Equipment Maintenance Overview of buildings and grounds at both practice sites to ensure they are kept tidy and well maintained. Liaise with GP partners and/or Practice Manager regarding any remedial action required. Manage and organise decorating rotation as required to maintain premises upkeep. Organise deep cleans as required including carpet/blind cleaning. Co-ordinate and manage repair work and maintenance for the Practice through liaison and follow up with the caretaker and other external service providers. Responsibility for ad-hoc purchase of equipment to meet the needs of the Practice.