Deputy Practice Manager

Leckhampton Surgery; Cheltenham; On-site; GBP 37,000 - 47,000; Full time

Job summary

A respected training practice in Cheltenham is seeking a Deputy Practice Manager to support strategic operations, oversee HR and IT systems, and manage finances. The ideal candidate will be a proven leader, skilled in communication and capable of thriving in a collaborative environment. Responsibilities include supporting the Practice Manager, leading staff, and ensuring the practice meets compliance standards. Salary ranges from £37,000 to £47,000 depending on experience.

Qualifications

• Experience in Practice/NHS Management or similar role.
• Practical experience dealing with the public/patients.
• Proven experience using Microsoft Office and Outlook.

Responsibilities

• Support the Practice Manager in day-to-day operations.
• Provide leadership and guidance to all staff.
• Contribute to practice strategy and ensure compliance.

Skills

Excellent communication skills

Teamwork

Time management

Leadership

Flexibility

Education

A-level qualifications or equivalent

Evidence of commitment to continuing professional development

Tools

Microsoft Office (Word, Excel, PowerPoint)

General practice IT systems (e.g., SystmOne)

Job description

Join one of Cheltenhams largest and most respected training practices as our new Deputy Practice Manager. This is a key leadership role at Leckhampton Surgery, supporting strategic operations, HR, IT systems, and financial management. Youll work closely with the Practice Manager and lead independently when needed, helping to shape the future of a thriving, patient-focused team. If you're a resilient, forward-thinking leader who thrives in a collaborative and compassionate environment wed love to meet you!

We welcome informal visits to come and meet the team, please email or call to arrange.

Main duties of the job

The post-holder will work alongside the Practice Manager toensure the smooth and efficient running of the practice, working independentlywhen required. This role is essential for practice continuity, requiring thepost-holder to deputise for the Practice Manager as required. The rolecarries a strong focus on strategic operations, human resources management, ITsystems oversight, and financial administration and reporting.

About us

At Leckhampton Surgery, we pride ourselves on delivering excellent patient care, treating individuals with dignity, respect and compassion. We have maintained a motivated and fulfilled team by working hard together, whilst promoting a friendly, fun working environment. Our focus on wellbeing encourages strong working relationships through mutual support and learning from each other. You will have an experienced team of managers working directly with you.

You will be a proven leader with excellent communication and delegation skills and the ability to implement and embed effective processes. Like all Primary Care leaders, you will be resilient and perform well under pressure. Your ongoing professional development will underpin your success in the role.

Job responsibilities

Key Duties and Responsibilities

Deputising, Strategy, and Leadership

Deputise for the Practice Manager as required.

Provide leadership and guidance to all staff, always ensuring adherence to policy and procedure.

Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development.

Independently and collaboratively project manage new and developing service change within the practices/Primary Care Network (PCN). Assist the Practice Manager in project work.

Convene meetings, prepare agendas and ensure distribution of minutes as necessary.

Develop and maintain effective communicationboth within the practice and with relevant outside agencies.

Monitor and evaluate performance of the practice team against objectives; identify and manage change.

Lead the management of the Patient Participation Group (PPG).

Operational Management and Compliance

Support the Practice Manager in the day-to-day operations, ensuring staff achieve their primary responsibilities.

Implement systems to ensurecompliance with CQC regulations and standards.

Support the overall practice clinical governance framework, submitting reports for QOF, enhanced services, and other reporting requirements such as CQRS.

Guide the team to reach QOF targets (supported by the nursing and administrative leads). Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas.

Develop Practice protocols and procedures, review and update as required. Support the Practice Manager in reviewing and updating practice policies and procedures.

Support the complaints process, ensuring complaints are dealt with to a high standard and in a timely manner.

Monitor efficiency of practice workload including DNAs and appropriate use of appointments.

Coordinate vaccine campaign clinics and Practice learning afternoons

Manage contracts for and highlight issues with services (e.g., cleaning, gardening, window cleaning)

Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place.

Manage the procurement of practice equipment, supplies and services within target budgets.

Arrange appropriate insurance cover.

Financial Management and Administration

Support the Practice Management team withfinance administrationincluding QuickBooks, supplier queries, and payroll collation.

Monitor cash-flow and report to the partners.

Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions.

Manage appropriate systems for handling and recording of cash and cheques and petty cash.

Co-ordinate & monitor PAYE for practice staff and maintain appropriate records for the practice accountants and undertake payroll procedures.

Oversee the management and reconciliation of bank accounts; negotiate/liaise with the practice bankers.

Support audits and prepare submissions for NHS claims.

Understand and report on the financial implications of contract and legislation changes.

Seek to maximise income by improving efficiency while maintaining excellent clinical care.

Human Resources Management

Oversee the recruitment and retention of staff and provide a general personnel management service. Act as the lead for recruitment, including pre-employment checks and DBS.

Ensure that all staff are legally and gainfully employed.

Manage staffing levels within target budgets.

Evaluate, organise, and oversee the staff induction programme and training.

Maintain effective staff appraisal and monitoring systems.

Implement effective systems for the resolution of disputes and grievances. This includes disciplinary and grievance issues, while maintaining an overview of staff welfare.

Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies). Review and regularly update job descriptions and person specifications.

Keep abreast of changes in employment legislation.

Support and mentor team leads and all staff, both as individuals and as team members.

Information Management and Technology (IT)

Oversee the evaluation of and plan practice IT implementation and modernisation.

Lead the management of the clinical system, ensuringIT security and IG complianceat all times and responding to and resolving all local IT issues.

Oversee the motivation, support and monitoring of staff in the use of IT; organise, oversee the organisation of and evaluation of IT training.

Guide staff and develop searches and audits on the clinical system. Oversee setting of targets and monitoring standards for data entry and data collection.

Update and act as the focal point for the practice website and social media sites. Maintain the practices website.

Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place.

Patient Services and Rota Management

Adopt a strategic approach to the development and management of patient services.

Oversee and/or develop and manage an effective appointment system.

Assist in preparing administrative and clinical rotas, sourcing internal and locum cover as needed.

Oversee and/or organise surgery timetables, duty rotas and holiday cover.

Routinely monitor and assess practice performance against patient access and demand management targets.

Maintain registration policies and monitor patient turnover and capitation.

General

• Build and foster good relationships within the administration/reception team and with all members of the wider practice team.
• Answer general enquiries from patients and outside agencies.
• Take part in suitable training courses as agreed with the Practice Manager.
• Carry out any additional relevant duties to maintain the efficient running of the practice as agreed with the PM.
• The above list of duties is not exhaustive and may be subject to change as deemed necessary.

Person Specification

Experience

• Practice/NHS Management experience or Management experience in a similar role outside the NHS (Essential)
• Practical experience of dealing with the public/patients (Essential)
• Proven experience of using Microsoft Office (Word, Excel, Power Point) & Outlook (Essential)
• Experience of working in a General Practice/Primary Care environment. (Desirable)
• Knowledge of General practice IT systems such as SystmOne & TeamNet (Desirable)

Qualifications

• A-level qualifications or equivalent (Essential)
• Evidence of a commitment to continuing professional development (Essential)
• Degree level certification (Desirable)

Skills and Personal Attributes

• Excellent communication skills, written, oral and telephone manner, with the ability to resolve issues appropriately.
• Ability to work as part of a team.
• Flexible & Cooperative with the ability to work to deadlines.
• Excellent time keeping and time management.
• Proactive, motivated, organised and methodical.
• High level of personal and professional commitment.
• The ability to build effective relationships throughout the organisation to inspire trust and confidence.
• Ability to perform under pressure.
• Ability to compose written correspondence to a high standard and in fluent English, including grammar and punctuation.
• Smart appearance and high standard of personal hygiene.
• Ability to build rapport and relationships with people at all levels.
• Ability to gain credibility, respect and confidence

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.

£37,000 to £47,000 a yearDependent on experience