Assistant Practice Manager
Job summary
Derwent Valley Medical Practice is seeking an enthusiastic and proactive Assistant Practice Manager to support the Practice Business Manager in the day-to-day running of our busy and forward-thinking practice.
This is an exciting opportunity for an experienced team leader with excellent organisational, communication and IT skills. You will play a key role in supporting staff, improving services and ensuring the smooth delivery of high-quality, patient-centred care.
We are looking for a confident and approachable individual who can work independently, manage priorities and thrive in a fast-paced environment. Previous primary care experience and knowledge of SystmOne would be advantageous but are not essential.
Join our supportive team and help shape the future of healthcare for our 12,000 patients.
Main duties of the job
To support the Practice Manager in all aspects of practice operations, ensuring the efficient and effective delivery of services while maintaining a safe, compliant and positive working environment. The Assistant Practice Manager will help motivate and manage staff, optimise practice performance, develop and support the use of clinical systems, and contribute to the achievement of the practice's strategic objectives.
The post holder will take a lead role in supporting service delivery, IT systems, Health & Safety, HR processes, complaints management, and CQC compliance, helping to ensure the practice remains inspection-ready and delivers high-quality, patient-centred care. They will promote a culture of continuous improvement, teamwork, and excellent patient experience across the organisation.
About us
Derwent Valley Medical Practice is a friendly, forward-thinking, 5-partner GMS training practice providing high-quality primary care services to approximately 12,000 patients across our community. We are committed to delivering safe, effective and patient-centred care, with a strong focus on continuous improvement and teamwork.
As a training practice, we are passionate about supporting learning and development, creating opportunities for staff to grow and progress within their roles. Our dedicated and supportive multidisciplinary team works collaboratively to provide excellent care and ensure the best possible outcomes for our patients.
We offer a positive and inclusive working environment where staff wellbeing is valued, alongside competitive benefits including 5 weeks ' annual leave and membership of the NHS Pension Scheme. This is an exciting opportunity to join a progressive practice that is committed to delivering outstanding patient care and shaping the future of primary care services.
Job description
Job responsibilities
General
Support the Practice Manager in the day-to-day operation of the practice, ensuring staff achieve their primary responsibilities.
Manage communications, including telephone calls, emails, group mailboxes, meetings, agendas and minutes.
Attend and represent the practice at internal and external meetings as required.
Maintain the significant events database and coordinate the practice audit programme.
Support GP trainee, Foundation Doctor and Medical Student placements, including timetables, inductions and accommodation.
Oversee clinical rotas, room allocation and session structure where required.
Oversee the practice complaints process, investigating concerns, coordinating responses, supporting complaint resolution and promoting organisational learning from patient feedback.
Deputise for the Practice Manager, including on-call responsibilities in their absence.
Support and attend Patient Participation Group meetings.
Act as the communication link between the management team and staff.
Partake and organise Practice half day closures.
Assist in the manging of Rapid health triage system.
HR
Provide leadership, support and appraisal management for administrative, reception and nursing team leaders.
Line manage designated staff, overseeing HR processes, absence management and staff welfare.
Coordinate recruitment, induction, onboarding, training and retention activities.
Maintain staff training records, compliance registers and DBS requirements.
Support policy reviews and ensure compliance with employment legislation.
Assist with disciplinary, grievance and return-to-work processes.
Manage staffing levels within agreed budgets and act as a communication link between management and staff.
Arrange paperwork, log-in, inductions and smart cards for new members of staff
Update staff handbook and ensure the practice are complaint with new legalisation
Contracts, Finance & IT
Support the practice clinical governance framework, contract reporting, QOF and enhanced services submissions.
Monitor and disseminate safety alerts and operational updates.
Act as Practice Administrator for clinical and business systems, ensuring their effective use and maintenance.
Support patient data validation, quality audits and contractual requirements.
Assist with financial monitoring, income and expenditure reviews, and the impact of contractual or legislative changes.
Support DSPT submissions, PCN activities and wider strategic initiatives.
Provide IT support and system administration, including user account management, when required.
GP Registrars & Foundation Doctors
Oversee the Coordination of GP Registrar and Foundation Doctor placements, ensuring all training requirements are met.
Act as the key contact for supervisors and training organisations, monitoring placement arrangements and resolving issues promptly.
Liaise with the Vocational Training Scheme (VTS), Foundation Programme and other relevant training bodies.
Medical Students
Coordinate medical student placements, timetables and educational activities alongside assistant to management team.
Work closely with clinicians, practice staff and the University of Nottingham to ensure placement objectives are achieved.
Ensure supervising clinicians receive appropriate placement information and requirements.
Organisational
Support the management, maintenance and security of practice premises.
Oversee procurement of equipment, supplies and services within budget.
Maintain business continuity, disaster recovery and health and safety arrangements.
Coordinate statutory testing, including PAT and equipment calibration.
Support the Practice Manager and Registered Manager in maintaining CQC compliance and inspection readiness.
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
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 and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety
The post holder will:
Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
Promote and maintain high standards of health, safety, infection prevention and control across the practice.
Identify, report and address hazards, risks and incidents appropriately.
Maintain safe, secure and clean working environments.
Lead health and safety projects in line with CQC.
Undertake mandatory health, safety, infection control and safeguarding training.
Equality, Diversity & Inclusion
The post holder will:
Promote equality, diversity and inclusion for patients, carers and colleagues.
Treat all individuals with dignity, fairness and respect.
Act in accordance with current legislation and practice policies.
Personal & Professional Development
The post holder will:
Participate in appraisal and performance review processes.
Maintain their own professional development and support the learning of others.
Quality
The post holder will:
Contribute to quality improvement, risk management and service development.
Work collaboratively with colleagues and partner organisations to improve patient services.
Manage workload and resources effectively while supporting continuous improvement.
Assess own performance and take accountability for own actions, either directly or under supervision
Communication
The post holder will:
Communicate effectively with patients, carers, colleagues and external organisations.
Adapt communication methods to meet individual needs.
Contribution to Service Delivery
The post holder will:
Apply practice policies, procedures and standards.
Support the Practice Manager in maintaining CQC compliance, coordinating audits, training, policies and evidence to ensure the practice remains inspection ready.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Person Specification
Qualifications
- Candidate must be educated to diploma level or Management/equivalent experience. A Qualification in Business Administration, Management, Leadership, HR or related field.
- Candidate must have evidence of continued professional development.
- Leadership or Management qualification would be desired in
- HR, Health & Safety, Information Governance or Primary Care qualification.
- Formal IT qualification (e.g. ECDL, CLAIT).
IT and Systems
- Intermediate to advanced IT skills alongside being competent in Microsoft Word, Excel, Outlook and Teams. Candidate must have Ability to learn and support new software and administrative procedures.
- Experience of complex record keeping and database management. Familiarity with email, internet-based systems and digital communication tools.
- Experience using SystmOne clinical software.
- Experience using CQRS, Open Exeter, Rapid Health, BrightHR or similar systems.
- Familiarity with Windows and network environments.
HR, Governance and compliance
- Knowledge of employment law, HR processes and employment contracts.
- Knowledge of Health & Safety legislation and risk assessment processes.
- Understanding of GDPR, confidentiality and Information Governance.
- Experience maintaining policies, procedures and compliance records.
- Experience supporting complaints handling and investigations.
- Experience supporting CQC compliance, inspections and action plans.
- Knowledge of NHS complaints processes.
Experience
- Candidate must demonstrate previous experience in management or supervisory roles, with a proven ability to lead, motivate and develop staff. Experience in conducting appraisals and performance reviews, supporting employee wellbeing and development and effectively managing attendance and absence issues.
- Possesses a sound understanding of HR processes, including supporting disciplinary and grievance procedures in a fair, professional, and confidential manner.
- Experience managing teams within Primary Care or the NHS.
Financial & Analytical Skills
- Candidate must have:
- Good numeracy skills.
- Experience using spreadsheets and interpreting data.
- Ability to analyse information and identify trends or issues.
- Experience producing reports and maintaining accurate records.
- Budget monitoring experience.
- Previous analytical or reporting experience.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Derwent Valley Medical Practice
Address
Derwent Valley Medical Practice
20 St. Marks Road
Derby
DE21 6AT
United Kingdom
Employer's website
https://www.derwentvalleymedicalpractice.co.uk/