Deputy Practice manager
| Posting date: | 23 January 2026 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Negotiable |
| Hours: | Full time |
| Closing date: | 06 February 2026 |
| Location: | London, W4 1RX |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | A1411-26-0000 |
Summary
Scope of role: The role of Deputy Practice Manager requires a self-motivated, disciplined individual to take ownership of the efficient day to day running of the service, supporting the Practice Manager and working as a key member of the management team. The successful candidate will have experience in a fast paced office environment, have good IT skills, experience in using clinical systems such as Systmone and will have demonstrable customer service skills. Organisational relationships: Liaises with: Internally: all other members of the practice team Externally: The patients, CCG and NHSE, community services, hospital services and members of other statutory bodies. Communication: The post-holder should recognise the importance of effective communication within their role and will strive to: Communicate effectively with other employees to build positive relationships Be able to adapt their communication style where appropriate Work effectively with all functions to deliver the business aims Development Opportunities Attending practice manager meetings with the Practice Manager or in the Practice Manager absence Supporting the Practice Manager with coordinating locum bookings and interview coordination Assist the Practice Manager with staff issues relating to the reception teams, trying to propose and implement solutions to these issues HR Line management of the reception and administration staff Conducting staff appraisals for the reception and administrative team alongside the Practice manager, recording sickness, approving and recording annual leave of reception/admin teams Organise staff inductions, arrange paperwork, logins and smartcards for new members of staff Organise staff training on all aspects of general practice as required Management of non-clinical annual leave calendar Management of staff sickness records and incentive scheme Operations Ensure that all administrative systems are running smoothly and recommend any necessary improvements Resolve problems/complaints with staff and patients and escalate to the Practice Manager as and when appropriate Dealing with any escalated patient or reception queries Be responsible for maintaining practice inventory of equipment and organising repair and replacement where necessary Oversee stock control of stationary and toners and order supplies of stationary and toners as required. Carry out projects identified. Report on and manage their progress to conclusion as directed by the Practice Manager. Check that all home visits are recorded on the clinical system Production of agreed rotas and ensuring the rotas are uploaded to the clinical system and the Shared drive and shared appropriately with staff. Ensure that tasks on the clinical system are dealt with efficiently and within a timely manner Monitoring of appointment availability and altering the clinical system to ensure capacity meets demand Health and Safety audits Dealing with visiting personnel in relation to any building contacts when on site Booking mandatory training as and when directed by the Practice Manager Cascading alerts to clinical staff Cover and respond to emails received on the Practice email address Cover reception in an emergency only IT support To be first point of contact for patients who wish to access their medical record. To provide support to staff to ensure that they complete annual training on confidentiality and security of data and provide training as required To provide support and training for current and new staff in resolving simple problem with PCs and printers. To liaise with IT support department to resolve other hardware and software issues. Train new and existing staff as necessary on IT applications Be responsible for maintaining and updating the practice website Be responsible for updating content on the Envisage TV screen Be the point of contact for patients who need help accessing the website GMS Contract Project manage the targets associated with GMS contract using the IT system, circulate task lists and follow up on action points. Ensure that all relevant paperwork concerning enhanced services is returned in a timely manner Ensure systems are in place to reach targets. Liaise with support staff to ensure targets are managed throughout the year and achieved appropriately. Flag areas of concern to the Practice Manager Administration Produce a quarterly patient newsletter First line management of all complaints ensuring they are fully investigated and responded to in line with the complaints protocol. Escalate as appropriate. Organise the annual review of patient complaints and ensure that action points are minuted and followed up. Monitor and collate significant events for the practice Organise quarterly significant event reviews Produce patient leaflets as required, ensure that existing patient information is correct and up to date and ensure that reception area and clinical rooms have a supply of leaflets Maintain staff and patient notice boards Ensure there is an understanding of all non-clinical staff roles to be able to assist in delivering the role should the need arise Locum Cover oversee the locum induction pack and processes to ensure the practice has all relevant documentation prior to locum start date. Making necessary arrangements for locum cover to be in place Ensure alerts and notifications received by the practice are shared with appropriate staff (clinical / non clinical) as required. Internal Communications To minute practice meetings, in house MDT meetings and staff meetings in a timely manner and distribute the minutes to the relevant people. To record discussions in meetings that need to be reported on and to file appropriately. To follow up on any actions from the meetings and ensure that these are completed by the relevant people. Confidentiality In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential Health & Safety The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practices Health & Safety Policy, to include:- Using security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and understanding such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified Equality and Diversity The post-holder will support the equality, diversity and rights of patients, carers and colleagues to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with company procedures and policies and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights The post-holder will abide by the equal opportunities policy contained within the employee handbook Other duties Provide administrative support to Practice Manager as required To undertake any other duties as agreed with the Practice Manager and/or partners. This Job Description will vary from time to time, by mutual consent, according to the way in which the Practice develops.