Deputy Practice Manager

NHS Jobs; Watnall; Hybrid; GBP 28,000 - 36,000; Full time

Benefits offered by this job

NEST Pension

Education opportunities

Cycle to work

Free parking

Blue Light Card

Flexible work-life balance

Job summary

NHS Jobs is seeking a proactive senior administrator to support the Practice Manager in ensuring the smooth day-to-day running of a GP practice. You will lead the administrative team, coordinate staffing, and help manage financial claims and governance to deliver high-quality patient care.

The role requires CPD evidence, NHS environment experience, and strong leadership in an operational setting, with a focus on process improvement and staff development.

Qualifications

• A good standard of general education.
• Evidence of continuing professional development (CPD).
• Experience working in a GP practice or NHS healthcare environment.
• Experience in an administrative or operational management role.

Responsibilities

• Operational & Administrative Management: support the smooth running of the practice and delegate tasks appropriately.
• Finance and Claims Management: support PPA/LES claims processing and financial governance.
• Workforce Coordination and Leadership: supervise administrative and reception teams and lead induction process.
• Governance, Quality & Compliance: assist with audits, data quality, information governance and confidential handling.

Skills

Leadership

Administrative management

GP practice experience

CPD evidence

Stakeholder coordination

Education

Good general education

Tools

EMIS/SystmOne

Job description

This position plays a key part in supporting the Practice Manager with the smooth, effective daytoday running of the practice. The post holder will lead key administrative operations, coordinate the workforce, oversee financial claims processes, and drive service improvement to ensure services remain highquality, safe, and efficient for patients.

Acting as a deputy to the Practice Manager when required, the role also involves serving as a professional role model and providing leadership to the wider administrative team.

Main duties of the job

KEY RESPONSIBILITIES

Support the smooth and efficient running ofthepractice, dynamically balancing competing priorities and adapting to workload and staffing pressures

Undertake and oversee administrative tasks as delegated by the Practice Manager and Lead GP

Support the coordination of staffing to meet service demand, including liaising with GPs and associated staff to ensure appropriate cover for enhanced access sessions

KEY REQUIREMENTS

A good standard of general education

Evidence of continuous professional development (CPD)

Experience working in a GP practice or NHS healthcare environment

Experience in an administrative or operational management role

About us

About us

PICS is the employer for this role. We collaborate with patients and partners to design and deliver clinically robust health and social care solution through Community Services, Out of Hospital Services, GP Practices, and Primary Care Networks. Find out more about us: http://picsnhs.org.uk/.

Benefits of working for PICS

We offer a comprehensive package which includes:

• Access to the NEST Pension Scheme
• Alternative government-based scheme (subject to eligibility)
• Competitive leave entitlement that includes maternity, paternity and adoption leave, study leave allowance, and sickness provisions
• Access to education and training opportunities, depending on your role (CPPE Pharmacy, NHS England Roadmap for First Contact Practitioners, apprenticeship schemes, support professional development)
• Working in a multi-disciplinary team with support from a wide variety of professionals
• A flexible approach to a work-life balance
• Cycle to work scheme (subject to eligibility)
• Access to Blue Light Card scheme
• All staff events and conferences
• Free parking across many sites
• Personalised induction into the company and job role

Job responsibilities

KEY RESPONSIBILITIES

Operational & Administrative Management

Support the smooth and efficient running of the practice, dynamically balancing competing priorities and adapting to workload and staffing pressures

Undertake and oversee administrative tasks as delegated by the Practice Manager and Lead GP

Ensure appropriate delegation of tasks to the most suitable team members or professionals

Contribute to continuous improvement in administrative processes, including increasing automation and the use of digital tools

Duties may vary in response to operational demands and service needs

Deputise for the Practice Manager in their absence, ensuring continuity of operations and decision-making

Finance 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 Nurse

Submit quarterly Local Enhanced Service (LES) claims accurately and on time

Support the Practice Manager in ensuring financial processes are efficient and compliant

Workforce 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 sessions

Provide supervision and leadership to administrative and reception teams

Act as a positive role model, fostering a supportive, collaborative team culture

Support recruitment processes and lead on the induction of new staff

Promote ongoing staff development, including participation in learning and educational activities

Support staff development through training in clinical systems, data quality, and basic IT competencies

Ensure high-quality patient service delivery and experience

Support the handling and resolution of patient queries and complaints

Act as a point of escalation for complex administrative or service issues

Governance, Quality & Compliance (including confidentiality and information governance)

Support compliance with CQC standards and NHS contractual requirements

Assist with audits, data quality, and service improvement initiatives

Maintain awareness of confidentiality, information governance, and data protection regulations

Support the production of data and information for clinical audit and quality improvement activities, in collaboration with clinical leads and subgroups

Promote the effective maintenance and validation of disease registers, supporting staff to understand their importance in delivering high-quality patient care and meeting contractual requirements

Maintain strict confidentiality in relation to patient, staff, and organisational information at all times

Handle personal and sensitive data in accordance with data protection legislation (GDPR) and practice policies

Ensure information is only shared with authorised individuals on a need-to-know basis

Contribute to continuous quality improvement and risk management within the practice

Identify and escalation quality or safety concerns appropriately

Reflect on performance and contribute ideas to improve team effectiveness and service delivery

Work collaboratively with internal and external stakeholders to improve patient outcomes

Manage time and resources effectively to support service delivery

IT & Systems Development

Support the optimisation of clinical and administrative systems

Promote and implement improvements in digital working and automation

Ensure accuracy and efficiency in data handling and reporting

Identify and recommend system and infrastructure improvements, including hardware and software upgrades, to enhance efficiency and service delivery

Act as a liaison with external IT providers (e.g. ICB and NHS IT support services) to ensure timely resolution of system, hardware, and software issues

Provide training and ongoing support to staff in the effective use of clinical systems (e.g. EMIS/SystmOne), ensuring safe and efficient utilisation

Support staff in resolving basic IT issues, including PCs, printers, and common system problems, escalating where necessary

Promote and support adherence to data quality standards, ensuring staff understand and follow best practice in data entry and record management

Strategic & Organisational Support

Support delivery of practice objectives and service developments

Contribute to planning and implementation of new initiatives

Represent the practice in meetings where appropriate

Communication and Partnership Working

Communicate clearly and effectively with colleagues, patients, and carers, promoting a professional and supportive environment

Recognise and respond appropriately to individual communication needs, including those requiring alternative or accessible formats

Promote open, inclusive communication across the multidisciplinary team

General Responsibilities

Contribute to effective Health and Safety and Infection Control:

Promote and maintain a safe working environment in line with practice policies

Identify and manage risks within the workplace, reporting hazards promptly

Adhere to infection prevention and control procedures

Maintain a clean, safe, and organised working environment

Participate in mandatory health and safety and infection control training

Promote 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 manner

Additional 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 GP

Job 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

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.