Trainee Assistant Practice Manager

East Bank Medical Centre; Sheffield; On-site; GBP 30,000 - 38,000; Full time

Job summary

East Bank Medical Centre in Sheffield is seeking a motivated, organised individual to join our management team in a developmental role. Initially, you will work closely with the Administration Manager, gaining understanding of the day-to-day operations of a busy GP practice.

As skills grow, the role will progress into an Assistant Practice Manager position, providing an excellent long-term career path in primary care management with mentoring, training, and opportunities to lead staff and

Qualifications

• Experience working in NHS/primary care administration environment.
• Strong organisational and administrative skills.
• Excellent communication and interpersonal skills.
• Proficient IT skills, including Microsoft Office applications.
• Ability to analyse data and produce reports.
• Understanding of confidentiality and information governance.
• Knowledge of CQC regulations and NHS contractual requirements.
• Experience in rota management and workforce planning.
• Experience of recruitment and staff development.

Responsibilities

• Support the Administration Manager in the day-to-day management of reception and administrative services, ensuring the smooth running of practice operations.
• Assist in monitoring service delivery standards and identifying opportunities for operational improvement.
• Support the management of patient access and appointment systems to maximise efficiency and patient satisfaction.
• Ensure administrative processes are carried out effectively and in accordance with practice policies and procedures.
• Assist with the supervision and support of reception and administrative staff.
• Participate in staff training, development, performance monitoring, and annual appraisal processes.
• Support workforce planning by assisting with staff rota preparation and ensuring appropriate staffing levels are maintained.
• Provide guidance and support to staff on operational procedures and best practice.
• Assist with the recruitment process, including preparing job advertisements, coordinating interviews, and supporting candidate selection.
• Support the induction and onboarding of new employees to ensure they are effectively integrated into the practice team.
• Maintain accurate personnel records and employment documentation.
• Support initiatives aimed at enhancing patient experience and improving access to services.
• Assist in the effective management of appointment systems and patient communications.
• Deal with patient enquiries, concerns, and complaints in a professional, courteous, and timely manner, ensuring lessons learned are implemented where appropriate.
• Assist in maintaining compliance with Care Quality Commission (CQC) standards, NHS contractual requirements, Information Governance regulations, and Health and Safety legislation.
• Support the review, development, and implementation of practice policies, procedures, and protocols.
• Assist with audits, monitoring activities, and compliance reporting.
• Promote a culture of continuous quality improvement and risk awareness.
• Produce reports and analyse practice performance data to support informed decision-making.
• Assist with service evaluations, audits, and quality improvement initiatives.
• Support operational projects designed to improve efficiency, patient outcomes, and service delivery.
• Monitor key performance indicators and contribute to action plans where improvements are required.
• Develop effective working relationships with clinical and non-clinical staff.
• Liaise with external organisations, including NHS bodies, contractors, and service providers when required.
• Attend meetings and contribute to discussions regarding service development and operational performance.
• Support effective communication throughout the practice.
• Maintain confidentiality and comply with Data Protection legislation and Information Governance requirements.
• Act in accordance with practice policies, NHS values, and professional standards.
• Undertake any other duties appropriate to the role as requested by the Administration Manager, Practice Manager, or Partners.

Skills

Organisational skills

Administrative skills

Communication skills

Interpersonal skills

Staff supervision

Education

GCSEs including English and Mathematics

CPD

NVQ Level 3 or 4 in Business Administration/Management/Customer Service

ILM Level 3 or 5 in Leadership/Management

Certificate/Diploma in Primary Care Management

AMSPAR qualification

Prince2 Foundation or equivalent

Health & Safety or Information Governance training

Tools

Microsoft Office

Job description

East Bank Medical Centre is seeking amotivated, organised, and ambitious individual to join our management team in adevelopmental role. Initially, the successful candidate will work closelyalongside our experienced Administration Manager, gaining a thoroughunderstanding of the day-to-day operations of a busy GP practice.

As skills and experience develop, the rolewill progress into an Assistant Practice Manager position, providing anexcellent opportunity for someone looking to build a long-term career inPrimary Care management.

This position is ideal for someone withsupervisory or management experience who is looking to take the next step intheir career. You will receive support, mentoring, and training whiledeveloping the knowledge and skills required to become an Assistant PracticeManager.

Working closely with the Practice Manager,Administration Manager, GPs, and wider practice team, you will support thedelivery of high-quality patient services and ensure the smooth running ofpractice operations.

Main duties of the job

• Support the Administration Manager with the day-to-day management of reception and administrative services.
• Assist with staff supervision, training, and development.
• Participate in staff rota management and workforce planning.
• Assist with recruitment, induction, and onboarding of new staff.
• Support patient service improvements and appointment management.
• Help maintain compliance with CQC, NHS, Information Governance, and Health & Safety requirements.
• Assist with policy development and implementation.
• Produce reports and analyse practice performance data.
• Support quality improvement projects and operational initiatives.
• Handle patient queries and complaints professionally and effectively

About us

We are an established practice which has been based in ourcurrent purpose built building for over 15 years. We have a well organised andstable team of doctors, physicians associates, nurses, health care assistants,a first contact physiotherapist and a practice employed pharmacist, supportedby a friendly and efficient administrative team. We place a high value on teamwork, mutual support and learning. We have monthly practice meetings

We operate a total triage system for ourpatient access in order to reduce the early morning rush.

System One clinical system. Routine use of AccuRx

Registrar and undergraduate training practice

High QOF scores and full range of enhancedservices, anticoagulation and LARC services

Access to social prescribing team, communitysupport worker, primary mental healthcare support worker, IAPT

New, high quality purpose built premises withsecure staff parking

Supportive of career progression and furthertraining opportunities for staff members

CQC rated good

Active member of PCN

Job responsibilities

Main Duties and ResponsibilitiesOperational Management

Job description

Job responsibilities

Main Duties and ResponsibilitiesOperational Management

• Support the Administration Manager in the day-to-day management of reception and administrative services, ensuring the smooth running of practice operations.
• Assist in monitoring service delivery standards and identifying opportunities for operational improvement.
• Support the management of patient access and appointment systems to maximise efficiency and patient satisfaction.
• Ensure administrative processes are carried out effectively and in accordance with practice policies and procedures.

• Assist with the supervision and support of reception and administrative staff.
• Participate in staff training, development, performance monitoring, and annual appraisal processes.
• Support workforce planning by assisting with staff rota preparation and ensuring appropriate staffing levels are maintained.
• Provide guidance and support to staff on operational procedures and best practice.

• Assist with the recruitment process, including preparing job advertisements, coordinating interviews, and supporting candidate selection.
• Support the induction and onboarding of new employees to ensure they are effectively integrated into the practice team.
• Maintain accurate personnel records and employment documentation.

• Support initiatives aimed at enhancing patient experience and improving access to services.
• Assist in the effective management of appointment systems and patient communications.
• Deal with patient enquiries, concerns, and complaints in a professional, courteous, and timely manner, ensuring lessons learned are implemented where appropriate.

• Assist in maintaining compliance with Care Quality Commission (CQC) standards, NHS contractual requirements, Information Governance regulations, and Health and Safety legislation.
• Support the review, development, and implementation of practice policies, procedures, and protocols.
• Assist with audits, monitoring activities, and compliance reporting.
• Promote a culture of continuous quality improvement and risk awareness.

• Produce reports and analyse practice performance data to support informed decision-making.
• Assist with service evaluations, audits, and quality improvement initiatives.
• Support operational projects designed to improve efficiency, patient outcomes, and service delivery.
• Monitor key performance indicators and contribute to action plans where improvements are required.

• Develop effective working relationships with clinical and non-clinical staff.
• Liaise with external organisations, including NHS bodies, contractors, and service providers when required.
• Attend meetings and contribute to discussions regarding service development and operational performance.
• Support effective communication throughout the practice.

• Maintain confidentiality and comply with Data Protection legislation and Information Governance requirements.
• Act in accordance with practice policies, NHS values, and professional standards.
• Undertake any other duties appropriate to the role as requested by the Administration Manager, Practice Manager, or Partners.

Person Specification

Qualifications

• GCSEs (or equivalent) including English and Mathematics at Grade C/4 or above.
• Evidence of continuous professional development (CPD).
• Proficient IT skills, including Microsoft Office applications.
• A good standard of written and verbal communication.
• NVQ Level 3 or Level 4 in Business Administration, Management, or Customer Service.
• ILM Level 3 or Level 5 Certificate/Diploma in Leadership and Management.
• Certificate or Diploma in Primary Care Management.
• AMSPAR qualification (Association of Medical Secretaries, Practice Managers, Administrators and Receptionists).
• Qualification in Human Resources, Business Management, or Healthcare Administration.
• Prince2 Foundation or equivalent project management training.
• Health & Safety or Information Governance training certificates.

Experience

• Experience working in an NHS, primary care, or healthcare administration environment.
• Strong organisational and administrative skills.
• Experience supervising or supporting staff.
• Excellent communication and interpersonal skills.
• Competent IT skills, including Microsoft Office applications.
• Ability to analyse data and produce reports.
• Understanding of confidentiality, information governance, and patient service principles.
• Experience in GP practice management or primary care.
• Knowledge of CQC regulations and NHS contractual requirements.
• Experience of rota management and workforce planning.
• Experience of recruitment and staff development.
• Qualification in management, business administration, or healthcare management.

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.