Assistant to Practice Manager

NHS; Swindon; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare practice in Swindon is looking for a proactive Assistant to support the Practice Manager. The role involves administrative tasks, HR support, and financial management to ensure the smooth running of the surgery. Ideal candidates should have a relevant education and experience in administration. This is a full-time, permanent position with a focus on improving healthcare delivery.

Qualifications

• Experience in administration or office management.
• Excellent written and verbal skills.
• Ability to manage own workload under pressure.

Responsibilities

• Assist with administrative tasks including scheduling and record-keeping.
• Support recruitment, onboarding, and staff training.
• Manage practice finances and ensure compliance with NHS policies.

Skills

Communication skills

Self-motivated

Customer focused

Attention to detail

Education

A level standard or equivalent education

Continuing professional development evidence

Tools

Microsoft Word

Excel

Outlook

Job description

Job summary

Were looking for a proactive and highly organised Assistant to support our Practice Manager in the smooth running of the surgery. This is a varied and rewarding role that offers the chance to make a real difference in the day-to-day operations of a busy healthcare setting.

Main duties

• Assist with administrative tasks including scheduling, correspondence, and record-keeping
• Support HR processes such as recruitment, onboarding, and staff training coordination
• Help manage practice finances including invoicing, petty cash, and budget tracking
• Maintain compliance with NHS policies and regulatory standards
• Liaise with clinical and non-clinical staff to ensure efficient service delivery

About us

We are a friendly, forward-thinking GP practice committed to delivering high-quality patient care in a supportive and inclusive environment. Our team is passionate about improving health outcomes and creating a welcoming space for both patients and staff.

Merchiston Surgery is a large Practice with a raw patient list of 13,500 (13,700 weighted list). We have recently been inspected by the CQC and rated Good across all domains.

We are a teaching practice with 2 Education Supervisors, 2 Clinical Supervisors, supporting Trainee GPs and junior doctors. Rated excellent by the Swindon GP QA Panel for our trainee placement.

We are a friendly, supportive and hardworking team; reflected by our shared values of caring for each other and our patients. We are committed to providing the highest quality of care for our patients and ensuring that our staff feel valued and motivated. There is a strong team ethos across the practice and have a friendly and relaxed working environment.

The Practices are supported by several ARRS roles employed by Hawthorn & Merchiston PCN:

• Clinical Pharmacists
• Pharmacy Technicians
• First Contact Physiotherapists
• Shared Care Home nurses
• Repeat Prescription Administrators

Details

Date posted: 10 October 2025

Pay scheme: Other

Salary: Depending on experience

Contract: Permanent

Working pattern: Full-time

Reference number: A5777-25-0024

Job locations: Merchiston Surgery, Highworth Road, Swindon, Wiltshire, SN3 4BF

Job responsibilities

The post holder will be required to support the Practice Manager to ensure a safe and efficient running of the Surgery and aspects of the Primary Care Network (PCN). Working within the management team, you will be supporting the Practice Manager to monitor budgets; operational capacity, developing and communicating new projects to meet the day-to-day demand placed on the services.

You will be responsible for coordinating recruitment, monitoring HR legislation compliance and supporting the development of a strong governance structure through the use of documentation.

Roles & Responsibilities:

• Working with the Practice Managers to implement changes: Supporting recruitment and successful induction and integration of new roles across the network
• Support the development and presentation of papers and proposals
• Support processes required to ensure CQC compliance
• Undertake audits and surveys as required to enable and support project delivery
• Manage specific projects such as the Covid & Flu campaign
• Support the collection and presentation of key data enabling visibility against key performance indicators
• Draft, monitor and maintain governance documents such as policies and procedures
• Respond to complaints and incident reports using provided templates and Practice Managers support
• Monitor, collate and present complaints and incident reports
• Organise meetings and attendees when required
• The above areas of responsibility are an indication of the role and could be subject to change as the impact of primary care network commissioning evolves

Maintain confidentiality

Maintain HR filing systems and records

Financial Management

Working closely with the Practice Manager to oversee invoices, debt management and budget presentations

Coordinate monthly claims for ARRS funding through the ARRS portal

Support the development of bids for new money and funding streams as they become available to the Surgery or PCN

Strategy and Leadership

Operate alongside the Partners and Practice Manager as a key member of the management team.

Work with the Practice Managers to clarify objectives and priorities for network delivery in line with operational realities, financial parameters and contract requirements.

Supplementary Information

This job description should be read alongside the Employee Handbook for current staff and the Practice profile

Person Specification

Essential

• Personable and approachable
• Self-motivated and able to work on own initiative
• Customer focused
• Confidential and conscientious with attention to detail
• Hard working, reliable and resourceful
• Flexible approach to the role & duties
• The ability & willingness to travel to meetings & courses
• Non-smoking environment
• Sufficient English language fluency as required under the Immigration Act 2016

Qualifications

• Evidence of a sound education to A level standard or equivalent
• Evidence of continuing professional development
• IT literate to include Microsoft Word, Excel and Outlook

Desirable

• Degree level certification

Experience

• Previous experience in administration or office management
• Experience and success of communicating with people at all levels
• Experience of managing and maintaining controlled documents
• Experience of working with and presenting data

Desirable

• Administrative experience in the NHS or in general practice
• Experience of working with recruitment agencies and HR monitoring of locum staff
• Experience of managing invoices and accounting systems

Knowledge & Skills

• Excellent written and verbal skills
• Ability to manage own workload
• Flexibility to respond to change
• Confident attitude with the ability to work under pressure
• Customer service and complaints resolution
• Negotiating and managing conflict

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: Merchiston Surgery

Address: Merchiston Surgery, Highworth Road, Swindon, Wiltshire, SN3 4BF

Employer's website: https://www.merchistonsurgery.co.uk