Deputy Practice Manager

1. Line Management &

Staff Development Team Leadership

Provide direct day-to-day management and motivation to the reception and administrative teams.

Workforce Planning

Produce, monitor, and upload staff rotas to the clinical systems. Coordinate annual leave, record sickness, conduct return to work meetings and arrange cover to ensure constant service delivery.

Performance & Appraisals

Conduct regular staff appraisals, set performance targets, and handle initial disciplinary or grievance queries.

Recruitment & Induction

Lead or assist in the recruitment process, including pre-employment checks, Disclosure and Barring Service (DBS) checks, and overseeing onboarding/induction programmes. 2. Daily Operations &

IT Management Workflow Monitoring

Maintain systems to ensure tasks, incoming mail, online consultation forms, and repeat prescription requests on Emis are processed efficiently.

Appointment Management

Monitor appointment availability and adjust clinical templates to match patient demand.

IT Lead

Coordinate IT troubleshooting, manage user accounts, and act as the main contact for local NHS IT support.

Premises & Health & Safety

Assist in ensuring the premises remain clean, secure, and compliant with health and safety, fire safety, and building maintenance legislation. 3. Financial & Contractual Compliance

NHS Claims & Target Tracking

Oversee administrative targets for the Quality and Outcomes Framework (QOF), National/Local Enhanced Services, and PCN contracts. Assist with monthly NHS claims (e.g., PPA immunisations, enhanced service reporting) and check payment summaries.

Data Auditing

Build, run, and evaluate searches and audits on the clinical database to track performance data and support financial claims.

Cash Management

Supervise petty cash, private fee income (e.g., insurance reports), and ensure accurate ledger balancing before banking.

Procurement

Manage stock control and purchasing for stationery, uniforms, and medical supplies within agreed budgets. 4. Patient Experience &

Quality Assurance Complaints Handling

Act as the first point of escalation for patient queries, resolving verbal and written complaints swiftly, and escalating complex issues to the Practice Manager.

CQC Readiness

Implement, monitor, and update policies to ensure continuous compliance with Care Quality Commission standards.

Confidentiality

Ensure all staff strictly follow data protection, GDPR, and patient confidentiality policies.