Job summary We are seeking an organised, motivated, and experienced Deputy Practice Manager to play a vital leadership role in the day-to-day running of our busy GP surgery across three sites. As second in command to the Practice Manager, you will be responsible for managing nurse rotas, supporting staff scheduling, overseeing governance and complaints processes, and ensuring compliance with data protection regulations. The Deputy also serves as the Data Protection Officer point of contact, coordinates training and meetings, and plays a key role in the delivery of safe and efficient services. This is an excellent opportunity for a proactive and capable individual to make a meaningful impact in primary care operations. Main duties of the job Main Duties: Maintain and manage nurse rotas across three surgery sites. Support staff rota planning and adjustments to ensure full operational cover. Investigate and respond to complex patient complaints and significant events. Serve as Data Protection Officer point of contact, overseeing GDPR compliance and information governance responsibilities. Coordinate and ensure completion of monthly and annual submissions, including the IG Toolkit and CCPSAT. Organise weekly clinical meetings, maintaining clear agendas and action tracking. Monitor and follow up on clinical staff mandatory training compliance. Plan and deliver annual CPR training and CPD/PLT closures. Support the Practice Manager and deputise when required. Collaborate with other members of the management team (Operations Manager, IT Manager, Reception Manager). Contribute to seasonal health campaigns (e.g., flu and COVID) and assist in coordination of staff appraisals About us We are a supportive teaching practice with a friendly multi-disciplinary team who are dedicated to delivering high standards of patient care. Our team includes 6 GP partners, 7 salaried GPs, Advanced Clinical Practitioners (ACPs) who lead on home visits, a physiotherapist, a Physician Associate, 2 pharmacists, a pharmacy technician, 3 nurses, and 3 healthcare assistants (HCAs). We pride ourselves on being innovative, patient-centred, and committed to continuous improvement. As a training practice, we support the development of future healthcare professionals while delivering care to our diverse patient population. Date posted 14 April 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time Reference number A2840-25-0003 Job locations St. Davids Clinic Belle Vue Terrace Newport Gwent NP20 2LB St. Brides Medical Care Centre Tredegar House Drive Duffryn Newport Gwent NP10 8UX Gaer Medical Centre 71 Gaer Road Newport Gwent NP20 3GX Job description Job responsibilities Key Responsibilities: Staffing & Rota Management Maintain the nursing rota, ensuring consistent and safe clinical coverage. Support staff rotas across reception and admin teams, identifying and addressing staffing gaps. Assist with internal adjustments or locum cover as needed. Governance & Complaints Lead investigations into complex complaints and draft appropriate responses. Oversee significant event reporting and documentation. Analyse and report trends in complaints and incidents during practice meetings. Information Governance & Compliance Act as Data Protection Officer point of contact, ensuring GDPR responsibilities are met. Complete and submit the IG Toolkit and CCPSAT annually. Monitor and update data protection policies and ensure staff compliance. Training, Meetings & Development Organise annual CPR training and maintain clinical staff training records. Coordinate weekly clinical meetings and minute with follow-up action tracking. Plan CPD and protected learning time (PLT) sessions. Team Support Provide operational support to the Practice Manager. Work closely with the Operations, IT, and Reception Managers to support daily functions within all teams. Attend internal and external meetings and contribute to service improvements. Campaigns & Appraisals Support the delivery of flu, COVID, and other seasonal health campaigns. Assist the Practice Manager with staff appraisals and annual reviews. Job description Job responsibilities Key Responsibilities: Staffing & Rota Management Maintain the nursing rota, ensuring consistent and safe clinical coverage. Support staff rotas across reception and admin teams, identifying and addressing staffing gaps. Assist with internal adjustments or locum cover as needed. Governance & Complaints Lead investigations into complex complaints and draft appropriate responses. Oversee significant event reporting and documentation. Analyse and report trends in complaints and incidents during practice meetings. Information Governance & Compliance Act as Data Protection Officer point of contact, ensuring GDPR responsibilities are met. Complete and submit the IG Toolkit and CCPSAT annually. Monitor and update data protection policies and ensure staff compliance. Training, Meetings & Development Organise annual CPR training and maintain clinical staff training records. Coordinate weekly clinical meetings and minute with follow-up action tracking. Plan CPD and protected learning time (PLT) sessions. Team Support Provide operational support to the Practice Manager. Work closely with the Operations, IT, and Reception Managers to support daily functions within all teams. Attend internal and external meetings and contribute to service improvements. Campaigns & Appraisals Support the delivery of flu, COVID, and other seasonal health campaigns. Assist the Practice Manager with staff appraisals and annual reviews. Person Specification Qualifications Essential Experience managing or supervising a team Strong rota management and organisational skills Experience handling complaints and significant events Experience minuting meetings and tracking actions Knowledge of data protection/GDPR Able to work flexibly across multiple sites Strong communication and leadership skills Confident working with both clinical and non-clinical teams Desirable Experience in Primary Care or NHS setting Familiarity with IG Toolkit and NHS compliance submissions Experience supporting vaccination campaigns (e.g. flu/COVID) Knowledge of OOH notifications and MCCD processes Person Specification Qualifications Essential Experience managing or supervising a team Strong rota management and organisational skills Experience handling complaints and significant events Experience minuting meetings and tracking actions Knowledge of data protection/GDPR Able to work flexibly across multiple sites Strong communication and leadership skills Confident working with both clinical and non-clinical teams Desirable Experience in Primary Care or NHS setting Familiarity with IG Toolkit and NHS compliance submissions Experience supporting vaccination campaigns (e.g. flu/COVID) Knowledge of OOH notifications and MCCD processes 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. Employer details Employer name St David’s Clinic Address St. Davids Clinic Belle Vue Terrace Newport Gwent NP20 2LB Employer's website https://www.stdavidsclinic.co.uk/ (Opens in a new tab)