Deputy Practice Manager (Maternity Cover)

• Act as primary point of contact for staff queries regarding practice policies, procedures, systems, & day-to-day operations
• Provide guidance & support to clinical & administrative teams to ensure efficient service
• Support the Practice Manager in implementing practice policies, procedures, & service improvements
• Provide management cover & operational support in the absence of the Practice Manager
• Coordinate onboarding & offboarding processes for all staff, including system access, Smartcards, telephony, & relevant NHS platforms
• Coordinate Medical Student rotas & placements
• Assist with workforce planning & rota management across clinical teams
• Monitor mandatory training & e-learning compliance & follow up with staff where required
• Liaise with IT providers & internal teams regarding system access, functionality, & troubleshooting
• Support telephony systems, including X-on configuration, messaging updates, & issue resolution
• Ensure effective use of practice systems & support staff with technical queries
• Act as the Practice Privacy Officer, supporting compliance with data protection legislation & information governance requirements
• Coordinate housebound vaccination services & associated patient lists
• Support the delivery & administration of practice research projects
• Maintain & update practice website content to ensure information remains accurate.
• Record meeting minutes & ensure actions are appropriately documented & followed up

• Act as a primary point of contact for staff queries regarding practice policies, procedures, systems, and day-to-day operations.
• Provide guidance and support to clinical and administrative teams to ensure efficient service delivery.
• Assist with admin recruitment, training, and ongoing development.
• Support the Practice Manager in implementing practice policies, procedures, and service improvements.
• Undertake a variety of ad hoc administrative and operational tasks to support practice management objectives.
• Provide management cover and operational support in the absence of the Practice Manager.
• Monitor the effectiveness of systems supporting referrals, correspondence and clinical administration.
• Ensure registration procedures and patient information processes are maintained.

• Coordinate onboarding and offboarding processes for all staff, including system access, Smartcards, telephony, and relevant NHS platforms.
• Manage annual leave approvals for designated staff groups.
• Monitor mandatory training and e-learning compliance and follow up with staff where required.
• Coordinate Medical Student rotas and placements.
• Assist with workforce planning and rota management across clinical teams.
• Medical Secretary knowledge of eRS system and local referral pathways.

• Manage and coordinate staff access to clinical and administrative systems.
• Liaise with IT providers and internal teams regarding system access, functionality, and troubleshooting.
• Support telephony systems, including X-on configuration, messaging updates, and issue resolution.
• Maintain communication systems and oversee administration of Comms-Annex presets and messaging functions.
• Ensure effective use of practice systems and support staff with technical queries.
• Have good knowledge of the practice computer clinical system (SystmOne) and undertake training of staff as required
• Use the reporting system within SystmOne and carry out audits and other tasks as required.

• Act as the Practice Privacy Officer, supporting compliance with data protection legislation and information governance requirements.
• Ensure records and documentation are maintained in accordance with NHS and practice requirements.
• Support compliance with CQC standards, NHS contractual requirements, and relevant legislation.
• Promote safe working practices and adherence to health and safety regulations.

• Manage and amend nursing appointment rotas to maximise capacity and service availability.
• Create, amend, and monitor appointment slot types according to service demand.
• Coordinate housebound vaccination services and associated patient lists.
• Assist in managing seasonal vaccination programmes, including flu and COVID-19 campaigns.

• Support the delivery and administration of practice research projects.
• Arranging research study clinics
• Dealing with all enquiries from the study teams or patients
• Scheduling rotas and appointments.
• Assist in identifying eligible patient cohorts and coordinating research activities.

• Maintain and update practice website content to ensure information remains accurate and accessible.
• Support internal and external communications on behalf of the practice.
• Record meeting minutes and ensure actions are appropriately documented and followed up.

• Provide support and troubleshooting guidance for staff using clinical and administrative systems.
• Ensure staff are appropriately trained in practice software and procedures.
• Assist with the implementation of new systems and service developments.

• Maintain confidentiality in line with GDPR, NHS guidelines, and practice policies.
• Participate in team meetings and contribute to continuous service improvement.
• Undertake any other duties appropriate to the role and grade as required by the Practice Manager.
• Demonstrate a commitment to equality, diversity, and inclusion.

• Supportive and friendly environment
• Flexible working hours within the constraints of surgery opening hours and cover required
• Peer support
• 25 days holiday (pro rata)
• NHS pension
• Free on-site parking

Essential

• Significant experience within an NHS GP Practice environment.
• Experience supporting and advising multidisciplinary teams.
• Knowledge of primary care operational processes.
• Experience working with SystmOne, eRS referral system, ICE pathology system and clinical pathways.
• Knowledge of vaccination programme delivery and NHS contractual requirements.
• Excellent organisational and prioritisation skills
• Ability to manage confidential information appropriately.
• Excellent communication and interpersonal skills.
• Strong problem-solving abilities.
• Experience supporting and advising staff.
• Ability to manage competing priorities and work under pressure.
• IT systems administration and troubleshooting skills.
• Ability to work independently and use initiative.
• Competent in Microsoft Office and SystmOne clinical practice system.

Desirable

• Experience of rota coordination.
• Experience supporting research activity within primary care
• Knowledge of CQC standards and NHS contractual requirements.