Trainee Assistant Practice Manager

• Support the Administration Manager with the day-to-day management of reception and administrative services.
• Assist with staff supervision, training, and development.
• Participate in staff rota management and workforce planning.
• Assist with recruitment, induction, and onboarding of new staff.
• Support patient service improvements and appointment management.
• Help maintain compliance with CQC, NHS, Information Governance, and Health & Safety requirements.
• Assist with policy development and implementation.
• Produce reports and analyse practice performance data.
• Support quality improvement projects and operational initiatives.
• Handle patient queries and complaints professionally and effectively

• Assist in monitoring service delivery standards and identifying opportunities for operational improvement.
• Support the management of patient access and appointment systems to maximise efficiency and patient satisfaction.
• Ensure administrative processes are carried out effectively and in accordance with practice policies and procedures.

• Participate in staff training, development, performance monitoring, and annual appraisal processes.
• Support workforce planning by assisting with staff rota preparation and ensuring appropriate staffing levels are maintained.
• Provide guidance and support to staff on operational procedures and best practice.

• Support the induction and onboarding of new employees to ensure they are effectively integrated into the practice team.
• Maintain accurate personnel records and employment documentation.

• Assist in the effective management of appointment systems and patient communications.
• Deal with patient enquiries, concerns, and complaints in a professional, courteous, and timely manner, ensuring lessons learned are implemented where appropriate.

• Support the review, development, and implementation of practice policies, procedures, and protocols.
• Assist with audits, monitoring activities, and compliance reporting.
• Promote a culture of continuous quality improvement and risk awareness.

• Assist with service evaluations, audits, and quality improvement initiatives.
• Support operational projects designed to improve efficiency, patient outcomes, and service delivery.
• Monitor key performance indicators and contribute to action plans where improvements are required.

• Liaise with external organisations, including NHS bodies, contractors, and service providers when required.
• Attend meetings and contribute to discussions regarding service development and operational performance.
• Support effective communication throughout the practice.

• Act in accordance with practice policies, NHS values, and professional standards.
• Undertake any other duties appropriate to the role as requested by the Administration Manager, Practice Manager, or Partners.

Essential

• GCSEs (or equivalent) including English and Mathematics at Grade C/4 or above.
• Evidence of continuous professional development (CPD).
• Proficient IT skills, including Microsoft Office applications.
• A good standard of written and verbal communication.

Desirable

• NVQ Level 3 or Level 4 in Business Administration, Management, or Customer Service.
• ILM Level 3 or Level 5 Certificate/Diploma in Leadership and Management.
• Certificate or Diploma in Primary Care Management.
• AMSPAR qualification (Association of Medical Secretaries, Practice Managers, Administrators and Receptionists).
• Qualification in Human Resources, Business Management, or Healthcare Administration.
• Prince2 Foundation or equivalent project management training.
• Health & Safety or Information Governance training certificates.

Essential

• Experience working in an NHS, primary care, or healthcare administration environment.
• Strong organisational and administrative skills.
• Experience supervising or supporting staff.
• Excellent communication and interpersonal skills.
• Competent IT skills, including Microsoft Office applications.
• Ability to analyse data and produce reports.
• Understanding of confidentiality, information governance, and patient service principles.

Desirable

• Experience in GP practice management or primary care.
• Knowledge of CQC regulations and NHS contractual requirements.
• Experience of rota management and workforce planning.
• Experience of recruitment and staff development.
• Qualification in management, business administration, or healthcare management.