Assistant Practice Manager

• Clinical rota and staffing
• Locum booking, holidays, sickness and annual leave
• PPG meetings and minutes
• Scorecard updates
• Monitoring important patient registers
• Financial claims for local and direct services

• Enhanced service KPI monitoring
• Sending and monitoring recalls
• Chasing patients and ensuring adequate clinic capacity
• Coding checks
• CQC compliance monitoring
• Clinical safety searches and safety-netting checks

• Working with the business admin team to build, maintain and amend the clinical rota across the sites.
• Booking and coordinating locums and ensuring sessions are safely covered.
• Managing and recording holidays, sickness and annual leave.
• Resolving rota gaps quickly and communicating changes to staff.
• Helping to ensure safe and sustainable staffing levels at all times.

• Supporting PPG meetings, including arranging, attending and taking minutes.
• Taking and circulating minutes for management and other meetings, and tracking agreed actions.
• Updating scorecards accurately and on time.
• Monitoring important patient registers (e.g. QOF disease registers, safeguarding and vulnerable patient lists) and flagging concerns.

• Completing claims for local and direct enhanced services, such as minor surgery.
• Preparing and submitting ARRS claims.
• Completing public health claims.
• Completing PPA claims.
• Keeping accurate records and evidence to support all claims and checking for missed income.
• Reporting on claims submitted, outstanding and paid.

• Experience in a GP practice, NHS or similar administrative or management role.
• Experience of rota management, staffing or workforce coordination.
• Good understanding of NHS general practice, including contracts and funding.
• Experience of, or a willingness to learn, NHS claims processes (e.g. ARRS, enhanced services).
• Excellent attention to detail and strong numeracy skills.
• Strong IT skills, including Microsoft Office, particularly Excel.
• Excellent communication skills and the ability to handle sensitive information.
• The ability to manage competing priorities and meet deadlines.ROLE 2 -

• Working with the practice management team to monitor KPIs for local and direct enhanced services.
• Sending recalls and monitoring responses.
• Chasing patients who have not responded or attended, and escalating where appropriate.
• Ensuring adequate clinic time is available to meet targets and liaising with the team to arrange extra capacity where needed.
• Cross-checking coding to make sure work is accurately recorded and counted.
• Tracking performance against targets and reporting on progress and risks.
• Ensuring KPIs are met and actions are completed on time.

• Assisting with CQC compliance monitoring across the sites.
• Running clinical safety searches and reporting results to the GP partner for clinical action.
• Carrying out clinical and system checks for safety-netting, such as appointment booking, tasks, referrals and outstanding results.
• Keeping accurate records of checks completed and actions taken.
• Supporting internal audits and helping to keep evidence ready for inspection.
• Flagging risks, errors or concerns promptly to the management team.

• Experience in a GP practice, NHS or similar administrative or management role.
• Experience using clinical systems such as EMIS, including running searches and reports.
• An understanding of clinical coding, QOF and enhanced services.
• Knowledge of, or interest in, CQC requirements and patient safety.
• Excellent attention to detail and a methodical approach.
• Good communication skills, including contacting patients sensitively.
• The ability to manage competing priorities and meet deadlines.
• Good IT skills, including Microsoft Office.

Essential

• Experience working in an administrative or management role, ideally in general practice or healthcare
• Experience of rota planning, staffing or leave management
• Experience of accurate record keeping, data entry and minute taking
• Experience using Microsoft Office and clinical systems (e.g. EMIS, Docman)

Desirable

• Experience of NHS claims (e.g. ARRS, QOF, enhanced services, public health)
• Experience of locum booking and management
• Experience supporting PPG meetings
• Knowledge of CQC requirements
• Management or leadership qualification (e.g. ILM, CMI)