Deputy Practice Manager

KEY RESPONSIBILITIES
Operational & Administrative Management
Support the smooth and efficient running of the practice, dynamically balancing competing priorities and adapting to workload and staffing pressuresUndertake and oversee administrative tasks as delegated by the Practice Manager and Lead GPEnsure appropriate delegation of tasks to the most suitable team members or professionalsContribute to continuous improvement in administrative processes, including increasing automation and the use of digital toolsDuties may vary in response to operational demands and service needsDeputise for the Practice Manager in their absence, ensuring continuity of operations and decision-makingFinance and Claims Management
Manage Prescription Pricing Authority (PPA) claims, ensuring: All claims are accurate and submitted to PCSE by the 5th of each month All prescriptions are correctly processed and included Regular review and updating of claimable drugs in collaboration with the Practice NurseSubmit quarterly Local Enhanced Service (LES) claims accurately and on timeSupport the Practice Manager in ensuring financial processes are efficient and compliantWorkforce Coordination and Leadership
Support the coordination of staffing to meet service demand, including liaising with GPs and associated staff to ensure appropriate cover for enhanced access sessionsProvide supervision and leadership to administrative and reception teamsAct as a positive role model, fostering a supportive, collaborative team cultureSupport recruitment processes and lead on the induction of new staffPromote ongoing staff development, including participation in learning and educational activitiesSupport staff development through training in clinical systems, data quality, and basic IT competenciesPatient Services
Ensure high-quality patient service delivery and experienceSupport the handling and resolution of patient queries and complaintsAct as a point of escalation for complex administrative or service issuesGovernance, Quality & Compliance (including confidentiality and information governance)
Support compliance with CQC standards and NHS contractual requirementsAssist with audits, data quality, and service improvement initiativesMaintain awareness of confidentiality, information governance, and data protection regulationsSupport the production of data and information for clinical audit and quality improvement activities, in collaboration with clinical leads and subgroupsPromote the effective maintenance and validation of disease registers, supporting staff to understand their importance in delivering high-quality patient care and meeting contractual requirementsMaintain strict confidentiality in relation to patient, staff, and organisational information at all timesHandle personal and sensitive data in accordance with data protection legislation (GDPR) and practice policiesEnsure information is only shared with authorised individuals on a need-to-know basisContribute to continuous quality improvement and risk management within the practiceIdentify and elevate quality or safety concerns appropriatelyReflect on performance and contribute ideas to improve team effectiveness and service deliveryWork collaboratively with internal and external stakeholders to improve patient outcomesManage time and resources effectively to support service deliveryIT & Systems Development
Support the optimisation of clinical and administrative systemsPromote and implement improvements in digital working and automationEnsure accuracy and efficiency in data handling and reportingIdentify and recommend system and infrastructure improvements, including hardware and software upgrades, to enhance efficiency and service deliveryAct as a liaison with external IT providers (e.G. ICB and NHS IT support services) to ensure timely resolution of system, hardware, and software issuesProvide training and ongoing support to staff in the effective use of clinical systems (e.G. EMIS/SystmOne), ensuring safe and efficient utilisationSupport staff in resolving basic IT issues, including PCs, printers, and common system problems, escalating where necessaryPromote and support adherence to data quality standards, ensuring staff understand and follow best practice in data entry and record managementStrategic & Organisational Support
Support delivery of practice objectives and service developmentsContribute to planning and implementation of new initiativesRepresent the practice in meetings where appropriateCommunication and Partnership Working
Communicate clearly and effectively with colleagues, patients, and carers, promoting a professional and supportive environmentRecognise and respond appropriately to individual communication needs, including those requiring alternative or accessible formatsPromote open, inclusive communication across the multidisciplinary teamGeneral Responsibilities
Contribute to effective Health and Safety and Infection Control: Promote and maintain a safe working environment in line with practice policiesIdentify and manage risks within the workplace, reporting hazards promptlyAdhere to infection prevention and control proceduresMaintain a clean, safe, and organised working environmentParticipate in mandatory health and safety and infection control trainingPromote Equality, Diversity and Belonging by: Treating patients, carers, and colleagues with dignity, respect, and fairness Ensuring services are delivered in a non-discriminatory and inclusive mannerAdditional general responsibilities: Take responsibility for own professional development, maintaining up-to-date knowledge and skills Participate in appraisal and development review processes Support the learning and development of others within the team Adhere to health and safety and organisational policies Take a proactive approach to continually improving the effectiveness and efficiency of the role and wider practice operations Undertake any other duties appropriate to the role, as reasonably required by the Practice Manager or Lead GPJob description review:
This job description may be reviewed periodically in consultation with the post holder to ensure it reflects the evolving needs of the service
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