Assistant Practice Manager

An exciting opportunity has arisen for an Assistant Manager to join our friendly team at Pimlico Health at the Marven situated in the heart of Westminster.

This opportunity is ideal for someone who has previous Practice Management experience, Primary Care Management experience or someone who is currently a Senior Administrator looking to progress.

The Assistant Practice Manager reports directly to the Practice Manager, deputises for them in their absence and is responsible for supporting them in ensuring the smooth daily running of the practice. The Assistant Practice Manager has line management responsibility for the Referrals Lead, Recalls Lead, Reception Manager, Records Lead and the wider administrative team.

Organisational Responsibilities:

• Overseeing the day-to-day operations of the practice, ensuring that all staff achieve their primary responsibilities


• To assume responsibility for the day to day GP rota, setting up the clinical appointment system, and arranging cover for annual and study leave.


• Booking external locums as required under the guidance of the Partners and Practice Manager.


• Managing leave requests and flagging up potential cover issues to the Practice Manager in a timely manner.


• Ensure that all colleagues receive a thorough induction, are set up with IT accounts prior to their start date and receive regular updates regarding system or process changes.


• Convene meetings with staff and prepare timely agendas and ensure distribution of minutes as necessary.


• Work alongside the Practice Manager to arrange repairs and maintenance of the practice building both proactively and responsively.


• Assist in the management of health and safety and infection control.


• Ensuring resilience amongst the administrative team and ensuring staff are signed off on all administrative aspects, with 1:1 training provided where needed.


• Creation of a staff induction pack for new starters


Responsibility for Human Resources

• Directly manage the administrative team on a day to day basis


• Oversee the planning, allocation and monitoring work, to ensure resilience.


• To be directly involved in recruitment and retention of staff.


• Proactively schedule and deliver training to the administration team, at team and individual level.


Leadership and Development

• Take leadership of the Practice Operations


• Provide pastoral care and support for the Practice staff


• Be responsible for producing performance and quality standards, and lead by example.


• Ensure colleagues are aware of the expectation of them and that succession planning is undertaken to identify any areas of exposure or where colleagues skills are not being utilised


• Lead by example, being diligent in work undertaken and identifying and proactively managing opportunities for improvements


• Support and work in a collaborative manner with all colleagues


Enhanced Services

• Ensure maximisation of practice achievement within QOF, PIP and other NWL contract targets and work with senior colleagues to address any concerns as they arise.


• Co-ordinate and submit the required audits required under the NWL Contract and Qof programmes as per the Practice Manager requests.


• Ensure all requests for data and information requested by the PCN or the ICB is provided in a timely manner within the time frames requested.Governance and Risk ManagementInformation and Technology


• Ensure that all colleagues operate in a safe manner meeting legal obligations.


• Ensure that all issues, complaints and examples of care failing below the expected standard are reported, and that the Practice reflects and learns from any incidents and that actions are undertaken appropriately.


• Ensure site health and safety reviews, schedules and any required repairs are completed in the expected time scales in a safe manner.


• Ensure that all Protocols both operational and clinical are up to date and adhered too in line with CQC requirements.


• The post holder will be the practice administrator for the clinical system and as coordinator for hardware issues liaising with NWL IT as necessary


• Train and support staff in safe and effective use of the clinical system and other software programmes.


• Ensure all colleagues have access to and are utilising appropriate systems


• Review and continued development of the practice website


• Improve communication with patients, by creating a bi-monthly newsletters and an educational social media platform.


• Manage the clinical system System1, ensuring IT security and IG compliance at all times.


• Ensure compliance with Data Protection legislation and GDPR.