Deputy Practice Manager
Job summary
We are seeking a highly organised and proactive Deputy Practice Manager to play a pivotal role in the operational success of our GP surgery. Working closely alongside the Practice Manager, you will be the backbone of our daily operations, leading our reception and administrative teams and ensuring the highest standards of regulatory compliance and patient care. This is a dynamic, fast-paced leadership opportunity perfect for an accomplished administrator or team leader looking to drive efficiency, champion continuous improvement, and support our clinical team in delivering exceptional healthcare to our community.
Main duties of the job
The Deputy Practice Manager handles the daily operational and administrative running of the surgery. Key duties are:
- Staff Leadership & HR: Managing administrative and reception teams, organising staff rotas, and coordinating ongoing training.
- Operations & IT: Overseeing daily workflows, managing appointments systems, and troubleshooting IT or facility issues.
- Compliance & Quality: Ensuring the surgery meets healthcare regulations, updating internal policies, and handling patient feedback or complaints.
- Financial Admin: Assisting with payroll, monitoring stock and supplies, and tracking practice claims or achievements.
About us
Kirkham Health Centre is a well-established, patient centred GP surgery situated in the market town of Kirkham within the Fylde Coast area. We have a patient population of 9,800 patients, covering a mixed urban and rural area.
We own our own building and have an extensive primary care team comprising of 4 GP Partners,1 Salaried GP, 3 ANPs, 4 Practice Nurses, 1 HCA, 1 Nursing Associate, Clinical Pharmacist, Social Prescriber, Mental Health Practitioner and a supportive Administration and Reception team.
We pride ourselves on being a friendly and welcoming practice who are committed to delivering high-quality care to our patients. We are active members of our local Primary Care Network and perform well in QOF.
Please note that this advert may close earlier than the outlined closing date if sufficient applications have been received.
Job description
Job responsibilities
1. Line Management & Staff Development
Team Leadership: Provide direct day-to-day management and motivation to the reception and administrative teams.
Workforce Planning: Produce, monitor, and upload staff rotas to the clinical systems. Coordinate annual leave, record sickness, conduct return to work meetings and arrange cover to ensure constant service delivery.
Performance & Appraisals: Conduct regular staff appraisals, set performance targets, and handle initial disciplinary or grievance queries.
Recruitment & Induction: Lead or assist in the recruitment process, including pre-employment checks, Disclosure and Barring Service (DBS) checks, and overseeing onboarding/induction programmes.
2. Daily Operations & IT Management
Workflow Monitoring: Maintain systems to ensure tasks, incoming mail, online consultation forms, and repeat prescription requests on Emis are processed efficiently.
Appointment Management: Monitor appointment availability and adjust clinical templates to match patient demand.
IT Lead: Coordinate IT troubleshooting, manage user accounts, and act as the main contact for local NHS IT support.
Premises & Health & Safety: Assist in ensuring the premises remain clean, secure, and compliant with health and safety, fire safety, and building maintenance legislation.
3. Financial & Contractual Compliance
NHS Claims & Target Tracking: Oversee administrative targets for the Quality and Outcomes Framework (QOF), National/Local Enhanced Services, and PCN contracts.
Assist with monthly NHS claims (e.g., PPA immunisations, enhanced service reporting) and check payment summaries.
Data Auditing: Build, run, and evaluate searches and audits on the clinical database to track performance data and support financial claims.
Cash Management: Supervise petty cash, private fee income (e.g., insurance reports), and ensure accurate ledger balancing before banking.
Procurement: Manage stock control and purchasing for stationery, uniforms, and medical supplies within agreed budgets.
4. Patient Experience & Quality Assurance
Complaints Handling: Act as the first point of escalation for patient queries, resolving verbal and written complaints swiftly, and escalating complex issues to the Practice Manager.
CQC Readiness: Implement, monitor, and update policies to ensure continuous compliance with Care Quality Commission standards.
Confidentiality: Ensure all staff strictly follow data protection, GDPR, and patient confidentiality policies.
Person Specification
Personal attributes
- Ability to work flexibly under pressure
- Strong problem solving skills and a high degree of confidentiality
- Proactive mindset for improving operational efficiency
Skills & Knowledge
- Proficiency with GP clinical system EMIS
- Excellent interpersonal, conflict-resolution and communication skills
- Knowledge of CQC inspection frameworks and compliance
- Advanced data analysis and spreadsheet auditing skills
Experience
- Proven supervisory or management experience in a fast-paced office environment
- Experience of working within a GP surgery or wider healthcare environment
- Direct experience of managing NHS targets such as QOF
- Experience of managing HR or payroll processes
Qualifications
- Good standard of Education (GCSEs or equivalent in English and Maths)
- Management or leadership qualification (e.g. ILM, AMSPAR)
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
Kirkham Health Centre
Address
Moor Street
Kirkham
Preston
Lancashire
PR4 2DL
United Kingdom
Employer's website
https://www.kirkhamhealthcentre.co.uk/