Assistant Practice Manager

Ibstock & Barlestone Surgeries (C82012); Ibstock; On-site; GBP 30,000 - 40,000; Full time

Job summary

A friendly GP surgery in Ibstock is seeking an enthusiastic and highly organized Assistant Practice Manager to support the efficient running of their busy practice. The successful candidate will oversee day-to-day operations, manage staff, ensure compliance with NHS standards, and lead digital initiatives. This role offers the opportunity to make a significant impact on patient care and service delivery.

Benefits

Supportive team environment

Opportunities for ongoing training and professional development

Qualifications

• Experience working within a management role.
• Supervisory experience.
• Experience with IT systems and data management.
• Experience in a GP practice or NHS setting.
• Knowledge of QOF and NHS primary care targets.

Responsibilities

• Support the Practice Manager in the day-to-day operational management of the practice.
• Oversee and manage staff teams ensuring efficient workflow and patient service.
• Lead on IT systems and digital services, including clinical systems.
• Monitor and coordinate the Quality and Outcomes Framework (QOF) performance.
• Assist with HR processes including recruitment and staff appraisals.

Skills

Excellent communication and interpersonal skills

Strong organisational and leadership abilities

Proficient in Microsoft Office and IT troubleshooting

Ability to produce reports and analyse data

Experience implementing service improvements

Knowledge of digital healthcare tools

Education

GCSE grade A-C in English and Maths or equivalent

Qualified to NVQ level 2 in Health and Social Care

Qualified to NVQ level 3 or above

Tools

SystmOne

Job description

Ibstock & Barlestone surgeries are a friendly, well-established training practice serving approximately 12,000 patients in and around Ibstock & Barlestone. We are proud of our reputation for high-quality, patient‑centred care and our commitment to developing both clinical and non‑clinical staff. Our dedicated team includes GPs, GP trainees, ECPs, nurses, healthcare assistants, clinical pharmacists, and an experienced administrative team. We are continually striving to improve patient access, clinical outcomes, and staff wellbeing.

The Role

We are looking for an enthusiastic, highly organised Assistant Practice Manager to support the Practice Manager in the efficient running of our busy GP surgery.

The postholder will play a key role in practice operations, staff management, IT systems, and Quality and Outcomes Framework (QOF) performance. You will help ensure the practice remains compliant with NHS and CQC standards, while maintaining our commitment to excellent patient care.

Main duties of the job

Main Responsibilities

• Support the Practice Manager in the day‑to‑day operational management of the practice.
• Oversee and manage staff teams, ensuring efficient workflow and excellent patient service.
• Lead on IT systems and digital services, including clinical systems (e.g. SystmOne), data quality, and implementation of new technologies.
• Monitor and coordinate the Quality and Outcomes Framework (QOF), Enhanced Services, and other performance indicators, ensuring accurate data entry and timely achievement of targets.
• Assist with HR processes including recruitment, induction, and staff appraisals.
• Ensure compliance with CQC, GDPR, Health & Safety, and NHS contractual requirements.
• Assist in preparing reports, audits, and performance data for internal and external use.
• Deputise for the Practice Manager during periods of absence.
• Contribute to practice meetings, service improvement projects, and staff development.

About us

What We Offer

• A supportive and friendly team environment.
• Opportunities for ongoing training and professional development.
• The opportunity to make a real impact on patient care and service delivery.

Job responsibilities

Key Responsibilities

1. Practice Operations

Support the Practice Manager in overseeing daily operational activity within the surgery.

Line manage staff, providing guidance, training, and support.

Coordinate rotas, leave requests, and staff cover to ensure efficient service delivery.

Assist with implementing and monitoring policies, protocols, and procedures in line with NHS and CQC requirements.

Manage patient flow and appointment systems to maximise efficiency and accessibility.

Act as a first point of contact for operational queries from staff, patients, and external stakeholders for Ibstock Surgery.

Support health & safety compliance, including risk assessments, incident reporting, and facilities management for Ibstock Surgery.

Deputise for the Practice Manager as and when required.

2. Information Technology (IT) and Digital Systems

Oversee the effective use and optimisation of clinical systems including but not limited to SystmOne, Surgery Connect, Econsult, and Teamnet.

Act as the first line of support for IT queries, liaising with external IT support providers as necessary.

Maintain the practice’s digital infrastructure, including telephony, internet, hardware, and software.

Ensure compliance with NHS Digital and GDPR standards, particularly around data security and confidentiality.

Support the adoption and implementation of new digital tools, remote consultation platforms, and NHS online services.

Provide training and guidance to staff on IT systems and digital best practice.

Monitor IT performance and troubleshoot issues to minimise disruption.

Assist with QOF to ensure the registers are correct and check coding and review prevalence.

Call in patients for long term conditions, vaccinations and other clinics.

Searches & reporting within the clinical and other risk stratification tools ensuring safety and compliance within the practice.

Report running for claims, assisting the practice manager with accurate financial reporting, ensuring correct clinical codes and templates are used within the practice.

Assist with the promotion and patient use of online services.

3. HR

Evaluation, organising and overseeing staff induction programmes, including but not limited to employed staff, attached staff and learners.

Organise and maintain all staff training needs.

Conduct yearly appraisals and half‑yearly reviews with line‑managed staff.

Recruitment & Retention of any new staff when required.

Maintain annual leave & sickness records for staff/trainees.

Support the delivery of excellent patient experience through efficient administrative processes.

Promote patient engagement through digital platforms, newsletters, and surveys.

Ensure accessibility of services, including online appointment booking and repeat prescriptions.

Zero tolerance for Ibstock Surgery.

Significant events lead for Ibstock Surgery.

4. Governance & Compliance

Support CQC compliance and contribute to preparation for inspections.

Monitor performance indicators, audits, and reporting requirements.

Ensure confidentiality, safeguarding, and GDPR compliance at all times.

Person Specification

Skills

• Excellent communication and interpersonal skills
• Strong organisational and leadership abilities
• Proficient in Microsoft Office and IT troubleshooting
• Ability to produce reports and analyse data
• Experience implementing service improvements
• Knowledge of digital healthcare tools

Personal Attributes

• Positive and proactive attitude
• Able to prioritise and manage competing demands
• Reliable, professional, and confidential
• Interest in personal and team development
• Flexible and adaptable to change
• Commitment to patient‑centred service

Experience

• Experience working within a management role
• Supervisory experience
• Experience with IT systems and data management
• Experience in a GP practice or NHS setting
• Knowledge of QOF and NHS primary care targets
• Experience with SystmOne

Qualifications

• GCSE grade A‑C in English and Maths or equivalent
• Qualified to NVQ level 2 in Health and Social Care
• Qualified to NVQ level 3 or above

Knowledge

• Understanding of confidentiality, GDPR, and data protection
• Strong understanding of general office management
• Knowledge of CQC and NHS compliance frameworks
• Understanding of HR processes

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.