Assistant Practice Manager
| Posting date: | 09 January 2026 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Negotiable |
| Hours: | Full time |
| Closing date: | 01 February 2026 |
| Location: | Sheffield, S5 7HD |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | A5192-25-0007 |
Summary
Duties and Responsibilities - Practice Organisation: Support the Practice Manager & deputise in her absence to assist with planning, development & implementation of changes necessary to meet new demands on the practice from internal & external sources. Assist in ensuring that all contracted primary care services are provided to the practice population & that the services are to a high quality. Support the practice to introduce, develop & deliver initiatives. Be responsible for the coordination of regular meetings, ensuring that all delegates are notified in ample time, co-ordinating & adjusting appointments where clinicians are attending, distributing agendas, taking minutes, ensuring follow-up action is undertaken. Review & maintain the practice business continuity plan. Be responsible for the organisation & administration of medical teaching rotas. Patient Services: Commitment to support the delivery of excellent patient care & enhance patient involvement. Develop & maintain good communication with patients, the practice team & with relevant outside agencies & help lead the practice forward & maintain good working relationships with these agencies & professional bodies. Support the practice to manage an effective appointment system. Management Support Duties: Assist the Practice Manager to ensure the practice meets its agreed aims & objectives within a profitable, efficient, safe & effective working environment. Assist the Practice Manager in ensuring that the Practice is fully compliant in its outcomes eg CQC, premises, inspections & infection control. Assist with the production & upkeep of practice policies & procedures under the direction of the Practice Manager. Ensure communication systems are running smoothly & clinicians, reception & admin staff are kept fully informed of changes in procedures. To be the first line of contact for patients in line with the practice complaints procedure & to take appropriate action as set out in the practice policy. To discuss this with the lead complaints GP if needed & document the outcome & write to the patient. Oversee & be responsible for monitoring & ordering stationary supplies & ensure effective stock control. Be proactive & liaise with the practice manager regarding staffing & organisation of work. Assist in supervising & managing the reception & admin staff. Monitor & record time-keeping, sickness, unauthorised absences etc & manage the sickness absence process for staff. Ensure personnel records are maintained for all staff, including DBS checks, absenteeism & training records. Assist in the recruitment, administration, induction & training of new staff members within the practice. Ensure staff are up to date with all mandatory & statutory training including the timely completion of all refresher training modules & maintain and update the practices training matrix accordingly. Identify needs for the whole practice & arrange induction programmes, forecast training & facilitate in-house training. Coordinate & participate staff inductions, training & appraisals. Manage annual leave sheets & annual leave requests from staff, ensuring adequate cover is maintained. Support locums, students & GP trainees working in the Practice. Practice Premises: Monitor equipment & report operating problems to the appropriate parties including third party suppliers & monitor maintenance schedules as appropriate. Arrange for repairs or replacements to maintain good working order with the Practice Manager to identify & source suppliers & manage costs. Liaise with maintenance contractors when maintenance & development of the premises is required including cleaners, gardener, utilities etc. Assist the Practice Manager with all matters relating to Health & Safety for the practice ensuring appropriate checks, risk assessments, schedules & any required repairs are completed within expected timescales in a safe manner. Information Technology: Support the Senior Administrator in the implementation & maintenance of all associated requirements, upgrades, security & services supporting the practice IT systems. Audit & maintain confidentiality of information. Assist & support the practice with data quality. To perform regular checks & quality audits. Oversee the maintenance & content of the practice website and social media. Confidentiality -In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health & other matters. They do so in confidence & have the right to expect that staff will respect their privacy & act appropriately. Understand the legislative requirements & practice polices for GDPR & Data Protection ensuring compliance with information governance. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients & their carers, practice staff & other healthcare workers. They may also have access to information relating to the practice & partners as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies & procedures relating to confidentiality & the protection of personal & sensitive data. Health & Safety -The post-holder will promote & manage their own health & safety & infection control as defined in the practice health & safety Policy, the practice standard operating procedures, & the practice infection control policy & published procedures. This will include (but will not be limited to): Using personal security systems within the workplace according to practice guidelines. Awareness of national standards of infection control & cleanliness & regulatory/ contractual/professional requirements, & good practice guidelines. Assist in the monitoring of the correct use of standard operating procedures for cleaning & infection control. Actively identifying, reporting, & correction of health & safety hazards & infection hazards immediately when recognised. Keeping own work areas & general/patient areas generally clean, sterile, identifying issues & hazards/risks in relation to other work areas within the business, & assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate). Assist in the monitoring of waste management including collection, handling, segregation, container management, storage & collection. Equality and Diversity -The post-holder will support the equality, diversity & rights of patients, carers & colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures & policies, & current legislation. Respecting the privacy, dignity, needs & beliefs of patients, carers & colleagues. Behaving in a manner which is welcoming to & of the individual, is non-judgmental & respects their circumstances, feelings, priorities and rights. Personal/Professional Development -The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal &/or professional development. Taking responsibility for own development, learning & performance & demonstrating skills & activities to others who are undertaking similar work. Attendance at meetings as specified. Attendance at all mandatory & statutory training requirements as indicated by the Practice Manager. Quality -The post-holder will strive to maintain quality within the practice, & will: Alert other team members to issues of quality & risk. Assess own performance & take accountability for own actions, either directly or under supervision whilst embracing the practices ethos of recording of any errors or near misses & learning by mistakes without blame. Contribute to the effectiveness of the team by reflecting on own & team activities & making suggestions on ways to improve & enhance the teams performance. Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload & resources.