Deputy Practice Manager

Wellington Medical Centre is seeking a Deputy PracticeManager to join our Management Team. This is a new role as part of oursuccession planning and we are looking for someone with the desire and abilityto help us drive forward operational excellence. As part of the Management Teamof 4 you will take responsibility for individual areas of the work.

Main duties of the job

Working as part of the Management Team the Deputy Practice Manager will support the smooth andefficient running of the practice ensuring high standards of service deliveryand staff engagement.

Duties will include aspects of the following :

• Operational Management
• Quality and Performance
• Human Resources Management
• Primary Care Network Support
• Finance and resource Management
• Patient Engagement and Communication
• Meetings and Representation
• IT and Information Governance

About us

Wellington is a small, pleasant, market town with shops and cafes about a 5 minute walkfrom the surgery

Wellington Medical Centre (WMC) is a friendly well-established,stable, thriving, vibrant and sociable GP practice and provides primary careservices under a General Medical Services (GMS) contract. WMC has a patient list of 22,600 patients from Wellington and the surrounding area.

WMC has a strongpartnership with9 GP partners who work alongside a large varied and talented multidisciplinary team of over 50 people. The practice is forward thinking and adaptable but runs a traditional list-based system.

We are committed to learning anddevelopment and have a half day closure every month for a full team CPDafternoon.We are atraining practice currently hosting both GP Trainees and Medical Students.

The website containing further information about thepractice may be found at :

Job responsibilities

JOBPURPOSE

Working as part of the Management Teamthe Deputy Practice Manager will support the smooth and efficient running ofthe practice ensuring high standards of service delivery and staff engagement.

Key working relationships will include, Practiceand Deputy Practice Manager, GP partners, salaried GPs and practice nurses andhealthcare assistants, team leaders, administration and patient services staff,other GP practices, ICB, NHSE, primary care network, GP trainees and Medicalstudents.

JOBROLE

The followingare the core responsibilities of the Deputy Practice Manager. There may be arequirement to carry out other tasks; this will be dependent upon factors suchas workload and staffing levels.

The exact duties allocated will be selected from the range of dutiesdetailed below

OperationalManagement

Supportthe day-to-day operation of the non-clinical teams, ensuring smooth patientflow.

Assistwith compliance monitoring including in relation to the GMS (General MedicalServices) contract and CQC (Care Quality Commission), ensuring evidence ismaintained and up to date.

Contributeto the management and improvement of clinical and administrative protocols.

Helpoversee appointment systems and patient access, including online services.

Assistwith the provision of non-NHS work undertaken at the practice including themanagement of associated fees collected

Participatein the practice Research programme as required

Qualityand Performance

Helpdrive improvements in patient care and service delivery.

Assistin the development of new policies and procedures ensuring they are implementedwithin the team effectively

Assistin monitoring and reporting on QOF (Quality and Outcomes Framework)achievement, ensuring accurate data extraction and recall systems.

Supportthe coordination of Enhanced Services, including seasonal vaccination campaignsand health checks.

Contributeto audits and action plans to improve care quality and patient outcomes.

HumanResources

Supportrecruitment administration, induction processes, and mandatory trainingcompliance

Assistwith rotas and leave management, including ensuring effective processes for themanagement of absence and ensuring processes are followed and all welfarechecks completed

Helpmaintain up-to-date HR records and confidentiality.

Assistwith identifying training and development needs and with supporting and conductingstaff training.

PrimaryCare Network (PCN) Support

Supportpractice engagement with PCN initiatives and projects, including populationhealth management and extended access services.

Liaisewith PCN colleagues and attend meetings when required.

Financeand Resource Management

Participatein practice financial processes, including NHS claims, Enhanced Servicepayments, and invoice management.

Supportordering and stock control for clinical and non-clinical supplies.

Supportbudget planning, financial forecasting, and petty cash management.

Assistwith preparation of reports, business plans, and submission of documentation.

PatientEngagement and Communication

Assistin handling patient queries, feedback, and complaints promptly andprofessionally.

Supportthe development and promotion of patient information, practice newsletters, andwebsite updates.

Maintainand work with Patient Participation Groups (PPGs)

Handlenon-clinical complaints and feedback (formal and informal)

Actas complaints lead and maintain complaint / safety incident logs

Liaisewith GPs, patients, and external services to ensure effective communication

Liaisonwith the PCN

Meetings& Representation

Attendmeetings and briefings as required.

Deputisefor Practice Manager if required during holiday cover / absence. Attend allnecessary meetings, take minutes, circulate and action any relevant information

Representthe practice in internal and external meetings as required.

ITand Information Governance

Helpmaintain the security and accuracy of clinical systems (e.g., EMIS) andcompliance with Data Protection and GDPR requirements.

Supportdata reporting to NHS bodies, PCNs, and commissioners.

ManageIT issues and elevate technical problems as needed.

Facilitateupdates to the practice website, social media, and templates

Assistwith regular health and safety checks, including fire safety and infectionprevention.

Assistwith the organisation and recording of premises checks, servicing, andmaintenance.

Assistwith the management of Infection Control and protection measures including acleaning and decontamination programme

Health &Safety

The post-holderwill assist in promoting and maintaining their own and others health, safetyand security as defined in the practice health & safety policy, thepractice health & safety manual, and the practice infection control policyand published procedures. This will include :

Usingpersonal security systems within the workplace according to practice guidelines

Identifyingthe risks involved in work activities and undertaking such activities in a waythat manages those risks

Toensure the health and safety of staff, patients and visitors is maintained

Assistwith carrying out regular risk assessments for fire safety

Toensure a full health and safety risk assessment has been completed for newlyemployed staff

Maintaina knowledge of changes to health and safety legislation and ensure these areimplemented by the practice

Usingappropriate infection control procedures, maintaining work areas in a tidy andsafe way, free from hazards

Activelyreporting health and safety hazards and infection hazards immediately whenrecognised

Keepingown work areas and general / patient areas generally clean, assisting in themaintenance of general standards of cleanliness consistent with the scope ofthe job holders role

Undertakingperiodic infection control training (minimum annually)

Demonstratedue regard for safeguarding

General

Undertakeand perform any additional, relevant projects and duties assigned by thepartners and / or practice manager

Person Specification

Skills

Personal Attributes

Experience

Qualifications

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.

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