Job summary The role of the Deputy Practice Manager requires a self-motivated, innovative and dynamic individual to take ownership of the efficient day-to-day running of the service, supporting the management team and lead GP's to deliver the objectives of the practice. The successful candidate will have demonstrable experience in a fast-paced primary care team, excellent people management and IT skills and strong understanding of the management of primary care finances. Main duties of the job Key responsibilities include: Proactive financial approach which includes financial reconciliation and monthly report creation of the practices income and expenses using Xero software Payroll and pension submission. Performing monthly, quarterly and yearly claims of reimbursables and credit control activities along with management of petty cash. Responsibility for purchasing medical and non-medical supplies within set budget and Purchase Order creation. Line management of the clinical and non-clinical staff Proactively engaging with the work needed to ensure that all contractual outcomes are achieved including running searches Dealing with patient complaints in line with NHS guidelines Dealing with reception queries and premises issues Undertaking recruitment in line with strategic direction Responsibility for the production of dynamic clinical and non-clinical rotas, implementation and monitoring of utilisation. Working with the Management team to support the delivery of effective and efficient HR Oversee the day-to-day delivery of administrative, reception and prescription teams ensuring smooth efficient workflows Optimising retention of the team, consider wellbeing of the team and support to improve team cohesiveness Overseeing and ensuring that all workflow tasks on the EMIS system are dealt and within the timely manner by means of appropriate delegation and support Performing Health and Safety audits About us Lane Ends Surgery is a innovative teaching practice, using technology to the full with a strong ethos of learning. With a growing list size of just above 10,500 patients the practice covers a diverse population. As a teaching practice, we offer great learning opportunities to GP's. medical students and physician associates. Multidisciplinary team working is central to the practice. Lane Ends Surgery is an active participant in Greater Preston Primary Care Network. Lane Ends Surgery has a team of salaried GP's, ANP, management team, receptionists and administrators. Date posted 12 February 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time, Job share Reference number A2106-25-0000 Job locations 200 Tulketh Brow Ashton-on-Ribble Preston PR2 2JJ Job description Job responsibilities Position Title: Assistant Practice Manager Part-time Reports to: Practice Manager/GP Partners Hours: up to 25 hours per week Salary: £14-£15 per hour Main Purpose of the Job: Job Summary: Supporting the Practice Manager to ensure the smooth running of the Practice Deputise for the Practice Manager in the Practice Managers absence Be involved in the management and development of nonclinical Practice staff Responsible for the production of performance and quality standards within the Practice, delivered through the Quality & Outcomes Framework (QoF), GP Quality Contract, Enhanced Services and other initiatives Lead on the QoF recall system Responsible for the clinical rota Monitor staff annual leave and co-ordinate staff training Named practice complaints manager and deal with patient complaints Co-ordination trainees IT Lead Duties and Responsibilities: Human Resources, Records and Training To keep up to date with all employment law and new legislation. Ensure compliance with the GDPR and FOI along with other relevant legislation and professional information management standards such as GMC/BMA and LMC guidance To aid with the recruitment, induction and training of new staff Undertake staff reviews and appraisals as required Keep accurate records of all staff annual and sickness leave Oversee staff rotas to ensure adequate staffing levels and notify staff of any changes Monitor and record all staff overtime, sickness and complete return to work interviews To perform 3 and 6 month reviews for new employees Looking after the welfare of all admin/reception staff and dealing with queries Practice Manager Support To work autonomously reporting to the Practice Manager Support the Practice Manager in any other duties that are within the scope of the grade Be prepared to attend training courses where these are thought necessary to enhance the post holders skills and performance Deputise for the Practice manager in their absence Organisational Manage the computerised appointment system, to ensure that all appointment screens for all the clinicians are entered onto the appointments system a minimum of one month in advance To manage the diary for all clinicians holidays, meetings, etc and to make sure all the information is incorporated into the appointment schedules and that the practice is still delivering against standards contained in the various contracts To be responsible for the maintenance of the holiday register for nonclinical staff To be the first line of contact for the patients with respect to the complaints procedure and to take appropriate action as set out in the Practices complaints procedure Manage the day to day petty cash Manage room bookings diary to ensure that rooms are available for meetings, clinics etc. Organising any Locum cover needed for clinical team Named key holder with responsibility for opening the practice QoF/Quality Contract/Enhanced Services To be aware of national, local and Practice quality standards for chronic disease management To provide support to clinicians in correctly identifying and targeting patients for assessment and treatment, ensuring robust recall systems are in place To ensure clinical and nonclinical staff are aware of the importance of maintaining disease registers and assist in the validation process Working with the Practice Manager and Partners to ensure all legal and contractual requirements are met and ensure effective implementation of all enhanced service contracts Ensure that all targets are on track to deliver by ensuring robust reporting mechanisms are in place To assist in the production of information for clinical audit as requested by the clinicians and aligned to the GP Quality Contract Core Principles To ensure confidentiality of information (written, oral and electronic) is preserved at all times whether at or away from work To follow practice procedures to ensure that Caldicott Guardian and Security requirements are met at all times To follow procedures to ensure compliance with GDPR and the Data Protection Act 2018 Apply practice policies, standards and guidance To support and participate in initiatives to ensure a safe and healthy environment for all practice users. This includes following procedures to ensure the control of potential hazards to health and safety To demonstrate commitment to Continuing Professional Development To demonstrate computer literacy IT Support and Data Quality Support the practice in any IT matters in the administration of the Clinical System and other software To provide support, advice and training for current and new practice staff in the use of the Clinical System To liaise with CCG IT support department to resolve other hardware and software issues Health and Safety Be responsible for the ensuring the Health & Safety is up to date and compliant with current legislation and implementing any changes within one month of notification Undertake and co-ordinate regular risk assessments and document these on a quarterly basis. Ensure staff are trained in their responsibilities in Health & Safety Changes in the Health & Safety legislation and the implications for the Practice are brought to the attention of the Practice Manager Act as practice Fire Officer, organising regular fire drills and documenting these accordingly Confidentiality In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Quality Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Job description Job responsibilities Position Title: Assistant Practice Manager Part-time Reports to: Practice Manager/GP Partners Hours: up to 25 hours per week Salary: £14-£15 per hour Main Purpose of the Job: Job Summary: Supporting the Practice Manager to ensure the smooth running of the Practice Deputise for the Practice Manager in the Practice Managers absence Be involved in the management and development of nonclinical Practice staff Responsible for the production of performance and quality standards within the Practice, delivered through the Quality & Outcomes Framework (QoF), GP Quality Contract, Enhanced Services and other initiatives Lead on the QoF recall system Responsible for the clinical rota Monitor staff annual leave and co-ordinate staff training Named practice complaints manager and deal with patient complaints Co-ordination trainees IT Lead Duties and Responsibilities: Human Resources, Records and Training To keep up to date with all employment law and new legislation. Ensure compliance with the GDPR and FOI along with other relevant legislation and professional information management standards such as GMC/BMA and LMC guidance To aid with the recruitment, induction and training of new staff Undertake staff reviews and appraisals as required Keep accurate records of all staff annual and sickness leave Oversee staff rotas to ensure adequate staffing levels and notify staff of any changes Monitor and record all staff overtime, sickness and complete return to work interviews To perform 3 and 6 month reviews for new employees Looking after the welfare of all admin/reception staff and dealing with queries Practice Manager Support To work autonomously reporting to the Practice Manager Support the Practice Manager in any other duties that are within the scope of the grade Be prepared to attend training courses where these are thought necessary to enhance the post holders skills and performance Deputise for the Practice manager in their absence Organisational Manage the computerised appointment system, to ensure that all appointment screens for all the clinicians are entered onto the appointments system a minimum of one month in advance To manage the diary for all clinicians holidays, meetings, etc and to make sure all the information is incorporated into the appointment schedules and that the practice is still delivering against standards contained in the various contracts To be responsible for the maintenance of the holiday register for nonclinical staff To be the first line of contact for the patients with respect to the complaints procedure and to take appropriate action as set out in the Practices complaints procedure Manage the day to day petty cash Manage room bookings diary to ensure that rooms are available for meetings, clinics etc. Organising any Locum cover needed for clinical team Named key holder with responsibility for opening the practice QoF/Quality Contract/Enhanced Services To be aware of national, local and Practice quality standards for chronic disease management To provide support to clinicians in correctly identifying and targeting patients for assessment and treatment, ensuring robust recall systems are in place To ensure clinical and nonclinical staff are aware of the importance of maintaining disease registers and assist in the validation process Working with the Practice Manager and Partners to ensure all legal and contractual requirements are met and ensure effective implementation of all enhanced service contracts Ensure that all targets are on track to deliver by ensuring robust reporting mechanisms are in place To assist in the production of information for clinical audit as requested by the clinicians and aligned to the GP Quality Contract Core Principles To ensure confidentiality of information (written, oral and electronic) is preserved at all times whether at or away from work To follow practice procedures to ensure that Caldicott Guardian and Security requirements are met at all times To follow procedures to ensure compliance with GDPR and the Data Protection Act 2018 Apply practice policies, standards and guidance To support and participate in initiatives to ensure a safe and healthy environment for all practice users. This includes following procedures to ensure the control of potential hazards to health and safety To demonstrate commitment to Continuing Professional Development To demonstrate computer literacy IT Support and Data Quality Support the practice in any IT matters in the administration of the Clinical System and other software To provide support, advice and training for current and new practice staff in the use of the Clinical System To liaise with CCG IT support department to resolve other hardware and software issues Health and Safety Be responsible for the ensuring the Health & Safety is up to date and compliant with current legislation and implementing any changes within one month of notification Undertake and co-ordinate regular risk assessments and document these on a quarterly basis. Ensure staff are trained in their responsibilities in Health & Safety Changes in the Health & Safety legislation and the implications for the Practice are brought to the attention of the Practice Manager Act as practice Fire Officer, organising regular fire drills and documenting these accordingly Confidentiality In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Quality Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Person Specification Qualifications Essential GP reception and administrative experience Excellent understanding and experience of primary care. Good understanding of EMIS / Accurix An approachable, calm and reliable individual who thrives in a team environment and can maintain composure under pressure. Excellent verbal and communication skills Attention to detail, organisational skills and ability to complete tasks in a timely manner Problem - solving - The ability to adapt quickly and make sound decisions, especially in challenging situations. A willingness to cover shifts and adapt to changing schedules when necessary. Desirable Proven track record in a leadership role, ideally in a GP practice or healthcare setting GP reception and administrative experience with a deep understanding of practice operations and patient care. Experience Essential Experience of and success at communicating with and managing people Experience of health & safety regulations Experience of working in teams and able to promote a team spirit Experience of working with members of the public Experience on understanding of EMIS and running reports Experience of Enhanced services / contract implementation Desirable Financial management experience and knowledge of accounting Knowledge / Experience of CQC Skills and other Essential Proficiency in Microsoft Office packages, including Excel, Outlook and Word. Excellent people management skills Ability to listen and empathise Delegation and empowerment of staff Good time management A solutions focused approach Be comfortable in driving teams to meet objectives and deadlines Ability to comply with confidential arrangements Self-motivating and self-confident Adaptable and innovative Personable Trustworthy, honest, reliable, caring and empathetic Hard working and resourceful Non-smoking environment The ability & willingness to travel to meetings & courses Desirable Project management Change management Able to manage change and cope with pressure from a variety of stakeholders Proven problem solving & analytical skills Understanding of current Health and Social Care priorities Understanding of Primary Care Networks (PCNs) Person Specification Qualifications Essential GP reception and administrative experience Excellent understanding and experience of primary care. Good understanding of EMIS / Accurix An approachable, calm and reliable individual who thrives in a team environment and can maintain composure under pressure. Excellent verbal and communication skills Attention to detail, organisational skills and ability to complete tasks in a timely manner Problem - solving - The ability to adapt quickly and make sound decisions, especially in challenging situations. A willingness to cover shifts and adapt to changing schedules when necessary. Desirable Proven track record in a leadership role, ideally in a GP practice or healthcare setting GP reception and administrative experience with a deep understanding of practice operations and patient care. Experience Essential Experience of and success at communicating with and managing people Experience of health & safety regulations Experience of working in teams and able to promote a team spirit Experience of working with members of the public Experience on understanding of EMIS and running reports Experience of Enhanced services / contract implementation Desirable Financial management experience and knowledge of accounting Knowledge / Experience of CQC Skills and other Essential Proficiency in Microsoft Office packages, including Excel, Outlook and Word. Excellent people management skills Ability to listen and empathise Delegation and empowerment of staff Good time management A solutions focused approach Be comfortable in driving teams to meet objectives and deadlines Ability to comply with confidential arrangements Self-motivating and self-confident Adaptable and innovative Personable Trustworthy, honest, reliable, caring and empathetic Hard working and resourceful Non-smoking environment The ability & willingness to travel to meetings & courses Desirable Project management Change management Able to manage change and cope with pressure from a variety of stakeholders Proven problem solving & analytical skills Understanding of current Health and Social Care priorities Understanding of Primary Care Networks (PCNs) 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 Lane Ends Surgery Address 200 Tulketh Brow Ashton-on-Ribble Preston PR2 2JJ Employer's website https://www.laneendssurgery.co.uk/ (Opens in a new tab)