Job summary Forge Health Group has a vacancy for a Deputy Practice Manager for up to 37 hours per week, the hours will be between Monday to Friday. You will be part of our forward-thinking team to share our vision, willingness and drive to adapt to changes within the NHS. You will support the Practice Manager (PM) in all aspects of practice functionality, motivating and managing staff, optimising efficiency, and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment. The Deputy Practice Manager will focus on the day-to-day operability of the practice. Main duties of the job We are looking for a candidate who is confident, patient focused, is a strong team player and can demonstrate excellent interpersonal and communication skills. Using your strong I.T. and people skills you will develop efficient and effective processes to best manage practice services across Forge Health Group delivery locations. You will use your skills and experience to coach and develop your team to ensure we give quality experiences to our patients. About us Pitsmoor Surgery merged with The Flowers Health Centre in 2018 to form Forge Health Group. We serve an inner city, ethnically diverse population of around 15,000 patients split across two sites. The team are committed to delivering high quality patient care in a challenging environment as well as supporting and nurturing the skills and development of our staff. We are an innovative and forward-thinking practice who are working in a network of eight practices playing an active part in the delivery of primary care at scale. Date posted 19 February 2025 Pay scheme Other Salary £16.42 an hour Potential increment from 1st April 2025 Contract Permanent Working pattern Full-time, Compressed hours Reference number A1084-25-0000 Job locations 151 Burngreave Road Sheffield S3 9DL 87 Wincobank Avenue Sheffield S5 6AZ Job description Job responsibilities Management and planning Supporting the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities Be familiar with all the functions of EMIS and applications plus national and local quality standards for primary care, including managing the clinical system, ensuring IT security and Information Governance compliance at all times. Be aware of industry statutory requirements and assist with implementation as directed by the PM. In conjunction with the PM undertake specific duties in relation to fire safety, health and safety and risk management. Undertake regular delegated tasks and special projects as delegated by the PM. As necessary, attend any meetings as requested on behalf of the practice and undertake any follow up action. Assist the PM in compiling and updating policies and procedures in all areas of the practice. Supporting the overall practice clinical governance framework, submitting reports for OQF, enhanced services and other reporting requirements using CQRS / PCSE. Support the practice in maintaining its Good CQC rating and strive towards Outstanding rating. Be the manager of the estate and staff operations for a designated location. Monitoring and disseminating information on safety alerts and other pertinent information Human Resources Ensure staff always adhere to policy and procedure. Providing leadership and guidance for designated staff teams. Carry out appraisals and performance reviews for designated staff. Developing, implementing and embedding an effective practice training programme for all staff (clinical and administrative) liaising with external agencies when necessary and maintaining a training record Manage training records and schedules for all staff to ensure everyone is up to date. Coordinate all staff absences, maintaining an effective absence register, authorise annual leave absence, perform back to work interviews after absences. Assist the PM in any major changes to the workforce. Be responsible for staff induction programmes. Liaise with outsourced HR advisors as directed by the PM. Organisational Convene meetings, prepare agendas, and ensure distribution of minutes as necessary. Carry out audits and reports as required. Work closely to support all the administrative and reception staff functions and processes. Ensuring the clinical session structure is effective, meets the needs of the patients and clinicians have access to suitable rooms. Oversee annual leave for designated staff in the practice and co-ordinate locums as necessary. Deputise for the practice manager in their absence Act as the primary point of contact for NHSE, ICB, community services, suppliers and other external stakeholders in the absence of the practice manager Support the practice manager in the reviewing and updating of practice policies and procedures Act as the communication link between the management team and staff Represent the practice locally as required, attending meetings in Practice managers absence. Attending and taking minutes of Partners, MDT, Future Planning and staff meetings. Chairing staff meetings in Practice managers absence. Patient Services Maintain registration services and monitor patient turnover and capitation. Manage patient surveys. Oversee and manage the appointments and rotas. Patient risk management including the investigation of incidents. Provide the first point of contact for patient advice, queries, and complaints. Assist the PM and managing Partner to provide an effective complaints management system. Liaise with the Patient Participation Group and Practice Health Champions. Information management and technology Be the first point of contact for IT issues within the practice. Work with system suppliers and the PM to solve any problems. Work with the PM to ensure the practice has effective IT data security. Financial Management Manage and use appropriate systems for handling and recording of cash, cheques, invoices, and petty cash. Assist the PM in monitoring practice budgets. Manage purchases and expenditure within areas of responsibility. Assist with monthly national and local reporting as required. Prepare reports for the PM as required. Assist with monthly claims. Oversee day to day management of enhanced schemes. Estates Management and Health and Safety Ensure the practice premises are properly maintained and cleaned. Ensure adequate security and fire prevention systems in place and policies followed. Oversee maintenance of the building and equipment, arranging repairs and contractors as required whilst ensuring best value for money. Including liaison with landlord and/or designated agent. Implement health and safety and ensure that audits and inspections are undertaken in accordance with the procedures e.g. Legionella assessments. Routine management of own team / team areas, and maintenance of workspace standards. Participate in on-call rotas as required. Job description Job responsibilities Management and planning Supporting the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities Be familiar with all the functions of EMIS and applications plus national and local quality standards for primary care, including managing the clinical system, ensuring IT security and Information Governance compliance at all times. Be aware of industry statutory requirements and assist with implementation as directed by the PM. In conjunction with the PM undertake specific duties in relation to fire safety, health and safety and risk management. Undertake regular delegated tasks and special projects as delegated by the PM. As necessary, attend any meetings as requested on behalf of the practice and undertake any follow up action. Assist the PM in compiling and updating policies and procedures in all areas of the practice. Supporting the overall practice clinical governance framework, submitting reports for OQF, enhanced services and other reporting requirements using CQRS / PCSE. Support the practice in maintaining its Good CQC rating and strive towards Outstanding rating. Be the manager of the estate and staff operations for a designated location. Monitoring and disseminating information on safety alerts and other pertinent information Human Resources Ensure staff always adhere to policy and procedure. Providing leadership and guidance for designated staff teams. Carry out appraisals and performance reviews for designated staff. Developing, implementing and embedding an effective practice training programme for all staff (clinical and administrative) liaising with external agencies when necessary and maintaining a training record Manage training records and schedules for all staff to ensure everyone is up to date. Coordinate all staff absences, maintaining an effective absence register, authorise annual leave absence, perform back to work interviews after absences. Assist the PM in any major changes to the workforce. Be responsible for staff induction programmes. Liaise with outsourced HR advisors as directed by the PM. Organisational Convene meetings, prepare agendas, and ensure distribution of minutes as necessary. Carry out audits and reports as required. Work closely to support all the administrative and reception staff functions and processes. Ensuring the clinical session structure is effective, meets the needs of the patients and clinicians have access to suitable rooms. Oversee annual leave for designated staff in the practice and co-ordinate locums as necessary. Deputise for the practice manager in their absence Act as the primary point of contact for NHSE, ICB, community services, suppliers and other external stakeholders in the absence of the practice manager Support the practice manager in the reviewing and updating of practice policies and procedures Act as the communication link between the management team and staff Represent the practice locally as required, attending meetings in Practice managers absence. Attending and taking minutes of Partners, MDT, Future Planning and staff meetings. Chairing staff meetings in Practice managers absence. Patient Services Maintain registration services and monitor patient turnover and capitation. Manage patient surveys. Oversee and manage the appointments and rotas. Patient risk management including the investigation of incidents. Provide the first point of contact for patient advice, queries, and complaints. Assist the PM and managing Partner to provide an effective complaints management system. Liaise with the Patient Participation Group and Practice Health Champions. Information management and technology Be the first point of contact for IT issues within the practice. Work with system suppliers and the PM to solve any problems. Work with the PM to ensure the practice has effective IT data security. Financial Management Manage and use appropriate systems for handling and recording of cash, cheques, invoices, and petty cash. Assist the PM in monitoring practice budgets. Manage purchases and expenditure within areas of responsibility. Assist with monthly national and local reporting as required. Prepare reports for the PM as required. Assist with monthly claims. Oversee day to day management of enhanced schemes. Estates Management and Health and Safety Ensure the practice premises are properly maintained and cleaned. Ensure adequate security and fire prevention systems in place and policies followed. Oversee maintenance of the building and equipment, arranging repairs and contractors as required whilst ensuring best value for money. Including liaison with landlord and/or designated agent. Implement health and safety and ensure that audits and inspections are undertaken in accordance with the procedures e.g. Legionella assessments. Routine management of own team / team areas, and maintenance of workspace standards. Participate in on-call rotas as required. Person Specification Qualifications Essential Good standard of education. Desirable Management qualification Experience Essential 1.Have relevant senior administrative experience 2.Have relevant management experience 3.Proven experience of managing diverse teams across multiple delivery locations 4.Excellent organisational skills, with experience of managing complex processes and workloads 5.Proven I.T. systems skills, including role of I.T. systems in process improvement 6.Ability to train and mentor staff in use of systems and processes 7.Able to demonstrate a high level of attention to detail 8.Effective communication skills, both written and verbal, report writing skills to include often complex information 9.Excellent customer service skills, with experience of responding efficiently and effectively to phone and email enquiries 10.Ability to analyse and solve problems with an appreciation of longer-term implications 11.Ability to develop creative approaches to problem solving 12.Self-motivated Desirable 1.Experience of managing clinical or other complex appointment systems (FHG uses EMIS Web) 2.Experience of change management 3.Experience of project management 4.Experience of adapting own skills to new circumstances Person Specification Qualifications Essential Good standard of education. Desirable Management qualification Experience Essential 1.Have relevant senior administrative experience 2.Have relevant management experience 3.Proven experience of managing diverse teams across multiple delivery locations 4.Excellent organisational skills, with experience of managing complex processes and workloads 5.Proven I.T. systems skills, including role of I.T. systems in process improvement 6.Ability to train and mentor staff in use of systems and processes 7.Able to demonstrate a high level of attention to detail 8.Effective communication skills, both written and verbal, report writing skills to include often complex information 9.Excellent customer service skills, with experience of responding efficiently and effectively to phone and email enquiries 10.Ability to analyse and solve problems with an appreciation of longer-term implications 11.Ability to develop creative approaches to problem solving 12.Self-motivated Desirable 1.Experience of managing clinical or other complex appointment systems (FHG uses EMIS Web) 2.Experience of change management 3.Experience of project management 4.Experience of adapting own skills to new circumstances 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 Forge Health Group Address 151 Burngreave Road Sheffield S3 9DL Employer's website https://www.forgehealthgroup.nhs.uk/ (Opens in a new tab)