Assistant Practice Manager

Lyme Bay Medical Practice; Lyme Regis; On-site; GBP 30,000 - 40,000; Full time

Job summary

A well-established healthcare practice in Lyme Regis is seeking a motivated Assistant Practice Manager to support clinical teams and enhance patient care. The role involves managing daily operations, coordinating training, and ensuring compliance with healthcare standards. Ideal candidates should possess strong communication skills, experience in healthcare, and a proactive approach to problem-solving. This full-time position offers a dynamic working environment.

Qualifications

• Experience in a healthcare setting is essential.
• Ability to motivate and train staff.
• Proven problem-solving and leadership skills.

Responsibilities

• Support the Practice Manager in day-to-day operations.
• Coordinate internal and external meetings.
• Manage patient feedback and complaints.

Skills

Communication skills

Organisational skills

Team leadership

Problem-solving

Education

A-level/equivalent or higher

Job description

We are excited to offer an excellent opportunity for ahighly motivated, and organised individual to join Lyme Bay Medical Practice asan Assistant Practice Manager. This role is perfect for someone who thrives ina fast-paced healthcare environment and is passionate about supporting bothclinical teams and patients. This is ideally a full-time position, but we would consider an applicant who can offer a minimum of 32 hours a week

Main duties of the job

The Assistant Practice Manager will work closely with the Practice Manager to oversee the day-to-day running of the practice. This role involves supporting staff to deliver high-quality care, managing clinical systems and IT security, and helping to ensure the practice meets all regulatory standards.

You will coordinate meetings, manage patient feedback and complaints, and assist with staff training and development. The Assistant Practice Manager may also deputise for the Practice Manager when required and help maintain health and safety within the practice. As an Assistant Practice Manager, you'll gain hands-on experience in operational management, compliance, and patient services.

The ideal candidate will have strong organisational and communication skills, experience working in healthcare, and the ability to lead and motivate a team. Flexibility, a proactive attitude, and the ability to work well under pressure are essential for this role.

About us

A great opportunity for an enthusiastic individual to join this friendly Practice in a beautiful seaside town. For nearly 30 years we have delivered an integrated model of patient-centred primary and community care where services have been delivered closer to home wherever possible for physical and mental health. We are now increasingly focussing on wellbeing for all ages and working with the community on population health. The right candidate will be joining an extensive Administration Team. They will be required to work at both sites in Lyme Regis and Charmouth.

If you would like an informal discussion or to know more about the role please call Sarah on 01297 445777 or email [e-mail] after 10th November due to annual leave.

Job responsibilities

• The following are the core responsibilitiesof the Assistant Practice Manager. There may be, on occasion, a requirementto carry out other tasks; this will be dependent upon factors such asworkload and staffing levels.
• TheAssistant Practice Manager is responsible for:
• a.Supportingthe Practice Manager in the day-to-day operations of the practice, ensuringstaff achieve their primary responsibilities
• b. Supporting the Practice Manager asrequired with Practice based initiatives, QI projects and implementingchanges.
• c.Contributingto Implementing systems to ensure compliance with CQC regulations andstandards
• d.Contributingto Implementing and embedding an effective staff appraisal process
• e. Contributing to the development,implementation and embedding of an effective practice training programme forall staff
• f.Coordinatingthe practice diary, ensuring meetings are scheduled appropriately
• g.Coordinatinginternal and external meeting arrangements, preparing agendas and producingminutes for meetings
• h.Leadingthe management of the clinical system, ensuring IT security and IG complianceat all times and responding to and resolving all local IT issues
• i.Activelyencouraging and promoting the use of patient online services
• j.Updatingand acting as the focal point for the practice website and social media sitesand patient feedback
• k.Guidingthe team to reach QOF targets (supported by the nursing and administrativeleads)
• l.ManagingDNAs, providing data and planning tools coupled with liaison with identifiedpatients

Secondaryresponsibilities

In addition to the primary responsibilities,the Assistant Practice Manager may be requested to:

a.Deputisefor the Practice Manager

b.Leadthe management of the Patient Participation Group

c.Implementthe complaints process, ensuring complaints are dealt with in a timely mannerand, where necessary, escalated to the next level

d.Ensureall staff are aware of the management of the premises, including health andsafety aspects and undertake risk assessments and mandatory training asrequired

e.Monitorand disseminate information on safety alerts and other pertinent information

f.Supportthe overall practice clinical governance framework, submitting reports forOQF, enhanced services and other reporting requirements

g.Briefclinicians on performance levels, advising actions to ensure high achievementacross all QOF areas

h.Maintainthe significant event database, providing advice to staff and briefing theteam at meetings as required

i.Identifytrends and devise solutions to reduce risk and repeated occurrences ofsignificant events

j.Supportthe Practice Manager in the reviewing and updating of practice policies andprocedures

k. Responsible for updating theappointment system to reflect leave and other approved absences

Person Specification

Experience

• Experience of working with the general public
• Experience of working in a healthcare setting
• Excellent communication skills (written, oral and presenting)
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Effective time management (planning and organising)
• Ability to network and build relationships
• Ability to implement and embed policy and procedure
• Ability to motivate and train staff
• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solution focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient
• Ability to drive and deliver change effectively
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
• Flexibility to work outside core office hours
• Maintain confidentiality at all times
• Full UK driving licence and willing to travel to external meetings
• Experience of managing multidisciplinary teams
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects
• NHS/Primary Care general practice experience
• Relevant health and safety experience
• Ability to recognise opportunities to enhance service delivery
• Excellent leadership skills
• Strategic thinker and negotiator
• Proven problem solving and analytical skills
• This document may be amended following consultation with the post holder to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation.

Qualifications

• Good standard of education with excellent literacy and numeracy skills
• Educated to A-level/equivalent or higher with relevant experience

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.