Deputy Practice Manager (Maternity Cover)

Job description

Job responsibilities

The following are the core responsibilities of the Deputy Practice Manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

Staff Support and Operational Management

• Act as a primary point of contact for staff queries regarding practice policies, procedures, systems, and day-to-day operations.
• Provide guidance and support to clinical and administrative teams to ensure efficient service delivery.
• Assist with admin recruitment, training, and ongoing development.
• Support the Practice Manager in implementing practice policies, procedures, and service improvements.
• Undertake a variety of ad hoc administrative and operational tasks to support practice management objectives.
• Provide management cover and operational support in the absence of the Practice Manager.
• Monitor the effectiveness of systems supporting referrals, correspondence and clinical administration.
• Ensure registration procedures and patient information processes are maintained.

Workforce and Personnel Administration

• Coordinate onboarding and offboarding processes for all staff, including system access, Smartcards, telephony, and relevant NHS platforms.
• Manage annual leave approvals for designated staff groups.
• Monitor mandatory training and e-learning compliance and follow up with staff where required.
• Coordinate Medical Student rotas and placements.
• Assist with workforce planning and rota management across clinical teams.
• Medical Secretary knowledge of eRS system and local referral pathways.

Information Technology and Systems Management

• Manage and coordinate staff access to clinical and administrative systems.
• Liaise with IT providers and internal teams regarding system access, functionality, and troubleshooting.
• Support telephony systems, including X-on configuration, messaging updates, and issue resolution.
• Maintain communication systems and oversee administration of Comms-Annex presets and messaging functions.
• Ensure effective use of practice systems and support staff with technical queries.
• Have good knowledge of the practice computer clinical system (SystmOne) and undertake training of staff as required
• Use the reporting system within SystmOne and carry out audits and other tasks as required.

Information Governance and Compliance

• Act as the Practice Privacy Officer, supporting compliance with data protection legislation and information governance requirements.
• Ensure records and documentation are maintained in accordance with NHS and practice requirements.
• Support compliance with CQC standards, NHS contractual requirements, and relevant legislation.
• Promote safe working practices and adherence to health and safety regulations.

Clinical Service and Appointment Management

• Manage and amend nursing appointment rotas to maximise capacity and service availability.
• Create, amend, and monitor appointment slot types according to service demand.
• Coordinate housebound vaccination services and associated patient lists.
• Assist in managing seasonal vaccination programmes, including flu and COVID-19 campaigns.

Research

• Support the delivery and administration of practice research projects.
• Arranging research study clinics
• Dealing with all enquiries from the study teams or patients
• Scheduling rotas and appointments.
• Assist in identifying eligible patient cohorts and coordinating research activities.

Communications and Patient Information

• Maintain and update practice website content to ensure information remains accurate and accessible.
• Support internal and external communications on behalf of the practice.
• Record meeting minutes and ensure actions are appropriately documented and followed up.

Information Technology and Systems

• Provide support and troubleshooting guidance for staff using clinical and administrative systems.
• Ensure staff are appropriately trained in practice software and procedures.
• Assist with the implementation of new systems and service developments.

General Duties

• Maintain confidentiality in line with GDPR, NHS guidelines, and practice policies.
• Participate in team meetings and contribute to continuous service improvement.
• Undertake any other duties appropriate to the role and grade as required by the Practice Manager.
• Demonstrate a commitment to equality, diversity, and inclusion.

Person Specification

Experience

• - Significant experience within an NHS GP Practice environment.
• - Experience supporting and advising multidisciplinary teams.
• - Knowledge of primary care operational processes.
• - Experience working with SystmOne, eRS referral system, ICE pathology system and clinical pathways.
• - Knowledge of vaccination programme delivery and NHS contractual requirements.
• - Excellent organisational and prioritisation skills
• - Ability to manage confidential information appropriately.
• - Excellent communication and interpersonal skills.
• - Strong problem-solving abilities.
• - Experience supporting and advising staff.
• - Ability to manage competing priorities and work under pressure.
• - IT systems administration and troubleshooting skills.
• - Ability to work independently and use initiative.
• - Competent in Microsoft Office and SystmOne clinical practice system.

• - Experience of rota coordination.
• - Experience supporting research activity within primary care
• - Knowledge of CQC standards and NHS contractual requirements.

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

Tile House Surgery

Address

Tile House Surgery

33 Shenfield Road

Brentwood

Essex

CM15 8AQ

United Kingdom

Employer's website

https://www.tilehousesurgery.com/