Assistant Practice Manager
| Dyddiad hysbysebu: | 07 Ebrill 2026 |
|---|---|
| Cyflog: | Heb ei nodi |
| Gwybodaeth ychwanegol am y cyflog: | Negotiable |
| Oriau: | Llawn Amser |
| Dyddiad cau: | 30 Ebrill 2026 |
| Lleoliad: | Paignton, TQ3 2EZ |
| Cwmni: | NHS Jobs |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | A1873-26-0001 |
Crynodeb
Job Purpose The Assistant Practice Manager will support the Practice Manager and Partners in the day to day operational running of Pembroke Medical Group across both sites. The postholder will help deliver safe, efficient and high quality services by supervising administrative teams, coordinating resources, supporting service improvement and ensuring consistent application of practice policies and procedures. The role deputies for the Practice Manager when required within agreed limits, and contributes to planning, compliance and reporting. Key Responsibilities Operational Management Support the daily smooth running of reception, secretarial and administrative workflows; identify and resolve routine operational issues, escalating risks appropriately. Coordinate staff rotas and cover arrangements; monitor annual leave and sickness and keep workforce planners up to date. Support onboarding and induction for new starters; coordinate mandatory and role specific training logistics. Maintain up to date standard operating procedures (SOPs) and practice policies; promote consistent adherence across teams. Handle patient enquiries and complaints courteously; draft responses and escalate complex cases to the Practice Manager. Monitor operational KPIs such as appointment utilisation, call handling and workflow turnaround; prepare basic reports for meetings. Leadership & People Provide day to day supervision and guidance to reception supervisors and administrative teams; promote a positive, supportive culture. Assist with recruitment administration, interviewing and onboarding activities as delegated. Support performance conversations, onetoones and appraisals by collating evidence and tracking agreed actions. Champion staff wellbeing, inclusion and team morale; help plan team briefings and engagement activities. Quality, Governance & Compliance Support preparation for CQC compliance and ongoing assurance activities; maintain evidence logs and action trackers. Contribute to nonclinical audit cycles; build simple searches and collate results for review. Assist with incident, complaint and significant event logging; track learning actions and share outcomes with teams. Help maintain mandatory training registers and DBS records; chase compliance and produce reports. Support safeguarding, infection prevention & control and Health & Safety processes; ensure risk assessments and checks are completed and filed. Finance & Business Support Process supplier invoices, credit notes and petty cash; assist with reconciliations and monthend checklists. Support monitoring of income streams (e.g. QOF, Enhanced Services, private work) and help investigate variances. Assist with private fees administration, cash handling and debt follow up following practice procedures. Help compile routine business and performance reports for partners and PCN/ICB reporting cycles. Contracting, QOF & Enhanced Services Assist the management and nursing/admin leads with QOF and Enhanced Service tracking; maintain action logs and reminders. Collate data and draft submissions on relevant portals (CQRS). Help schedule recalls and campaigns to meet targets and improve patient outcomes. Patient Services & Engagement Coordinate seasonal and targeted clinics (e.g., flu/Covid-19) including rooming, staffing and patient communications. Support the Patient Participation Group (PPG): schedule meetings, prepare agendas and minutes, and track actions. Gather and summarise patient feedback (e.g. Friends & Family Test, surveys); propose improvement ideas and support implementation. Contribute to newsletters and website/noticeboard updates in collaboration with the Digital & Communications lead. Digital, IT & Information Governance Act as a contact for routine IT queries and keep users informed. Support effective use of clinical, online access and telephony systems (e.g. EMIS, Klinik and Xon) help with simple configuration and training aids. Promote good data quality and information governance (IG) practices, including confidentiality, secure handling and retention schedules. Assist with business continuity and disaster recovery tests; keep asset and access lists current. Premises & Facilities Log and track maintenance issues; liaise with contractors/landlords to ensure timely resolution. Support room allocation and third party bookings to maximise utilisation. Help ensure site security and safety procedures (alarms, access control, lone working) are followed. Meetings & Communication Prepare agendas, papers and minutes for team meetings; circulate promptly and follow up actions. Produce concise dashboards and update packs to aid decision making. Deputising Deputise for the Practice Manager during short periods of absence within agreed scope, ensuring continuity of day to day operations. Standard Responsibilities Confidentiality & Data Protection Handle all patient and practice information confidentially in line with Data Protection legislation, NHS guidance and practice policies. Only share information with authorised individuals for lawful purposes and with appropriate consent or legal basis. Equality, Diversity & Inclusion Act in a way that recognises peoples rights and is consistent with practice policies and current legislation. Respect privacy, dignity, needs and beliefs of patients and colleagues; challenge discriminatory behaviour. Health, Safety & Risk Management Use personal security systems and safe systems of work as per policy. Identify risks in work activities and take action to mitigate; escalate hazards and incidents promptly. Maintain tidy, safe work areas and apply infection prevention & control procedures. Quality & Continuous Improvement Participate in audits, service evaluations and QI projects. Reflect on performance (self and team) and make suggestions to enhance effectiveness and patient experience. Communication Communicate clearly and professionally with patients, carers and colleagues; adapt approach to meet diverse needs. Personal/Professional Development Participate in appraisal and maintain a record of CPD; undertake training required for the role and share learning with peers. Contribution to Service Implementation Apply practice policies, standards and guidance; discuss implications with the team and support implementation of agreed changes.