Assistant Practice Manager

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. 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.